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Clinic Operations Manager

Batavia, NY (http://maps.google.com/maps?q=319+West+Main+Street+Batavia+NY+USA+14020)

Description

Under general direction of the Director of Operations and with latitude for independent judgment, the Clinic Operations Manager (COM) serves as the operations and business manager for the site. The COM has supervisory authority, in collaboration with departmental supervisors, over the work activity of all employees at their respective sites. The COM will maintain a positive work environment in alignment with OOH’s values by behaving and communicating in a respectful and professional manner with patients, coworkers, and various levels of leadership, and holding staff accountable for doing the same.

Job Duties and Responsibilities:

Operations Management

• Supervises the overall operation of the office and staff in alignment with goals, policies, practices and procedures. Accomplishes this by working with direct reports and with supervisors of departments represented at the site and escalating issues as needed.

• Responsible for utilizing operational dashboards, scorecards, team and patient feedback to identify problem areas and develop/carry out collaborative and interdisciplinary corrective action plans to meet strategic goals.

• Compiles, analyzes and reviews site-specific operational and quality reports (phone utilization and coverage, payer incentive plan reports and rosters)

• Responsible for ensuring provider beans, triages and notes are managed in a timely fashion per policy; escalating issues to direct supervisors as needed.

• Oversees the safety and cleanliness of the facility. This includes monthly safety walk-through and ensuring the aesthetics and functions of the site is acceptable.

• Point of contact for the security monitoring team.

Financial

• Responsible for control, accuracy, and reporting of daily copay reports and banking deposits.

• Maintains provider schedules to ensure adequate visit volumes for patient access and visit volume performance.

• Ensures insurance pre-verification and appointment chart preparation protocols are completed to maximize reimbursement.

Quality and Compliance

• Oversees completion and submission of compliance reports (i.e., employee temperature logs, etc.)

• In collaboration with physician(s), oversees clinical compliance for quality assurance, documentation, and reporting.

• Submits incident report(s) for adverse events that occur at site and provides follow-up as needed.

• Addresses patient complaints and provide satisfactory resolution to address patient needs.

• Ensures operational compliance with OOH standards, HIPAA, HRSA, OSHA and TJC policies.

• Trains staff and practice for emergency and disaster planning protocols.

• Utilizes working knowledge and enforces patient rights and organizational ethics

Administrative Duties

• Responsible for hiring, site orientation, training, development, evaluation, and management of front office staff.

• Prepares and distributes daily/weekly front office schedules ensuring proper staffing to support daily clinic operations.

• Attends in-services and other mandatory training sessions.

• Conducts monthly clinic staff meetings to include all service lines and supporting program staff.

• Acts as liaison with property managers and collaborates with the Facilities Department to manage and address issues with property/facility.

• Completes and processes reimbursement and mileage expense reports for providers and direct reports.

• Routine written and phone communication with patients, staff, and providers.

• Managers may oversee multiple sites, based on mutual agreement.

• Any other reasonable requests by management.

Requirements

Skills:

• Staff management and conflict resolution

• Knowledge of medical practices, terminology, and reimbursement policies.

• CPT/ICD-10-CM coding systems.

• Electronic medical records and billing systems.

• Planning, organizing, delegating, and supervising.

• Project management

• Skill in evaluating the effectiveness of existing methods and procedures.

• Problem solving skills.

• Excellent verbal and written communication.

• Ability to use multi-line phone system, including transferring calls and paging.

• Computer skills as outlined below:

o Ability to navigate from desktop to a variety of applications.

o Ability to copy and paste documents.

o Basic Microsoft Outlook email skills (open new, to, cc, send).

o Basic electronic filing skills (name a file, save file, save as).

o Basic typing skills; basic keyboarding skills.

o Basic proficiency with Microsoft Word and Excel.

• Ability to read, interpret, apply and cross-train staff regarding policies and procedures.

• Ability to set priorities among multiple requests.

• Ability to interact with patients, medical and administrative staff, and the public effectively.

Education and Experience:

• High School Diploma/GED required; Bachelor’s degree preferred.

• Minimum of 3 years of medical office experience strongly preferred.

• Minimum of 3 years direct or indirect supervisory experience preferred.

• License/Certification Preferred: Certified Medical Office Manager (CMOM)

Salary Description

65000