Clinical Office Manager - Whole Family Health Center Inc

Job Summary

This position supports the Whole Family Health Center (WFHC) by supervising staff and maintaining operations, policies, procedures, and systems. This person must be able to multi-task and function in a fast-paced environment and contribute to a positive environment. The person holding this position assists in keeping the office running efficiently by performing administrative duties, supporting clinical functions and facility maintenance. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. This is a position of trust.

Communication

Good oral and written communication skills are required for this position. Information must be exchanged using tact and persuasion appropriately. The person in this position must be able to communicate with the clients, staff, and others; and contribute to a positive environment. The ability to communicate in Spanish, Creole, or both is a plus.

Key Responsibilities

• Ensures excellent quality, timeliness, and patient experience throughout all patient interactions.
• Knowledgeable about WFHC provider specialties, FQHC regulations, services available to all patients as resources including but not limited to sliding fee scale eligibility, social service programs, Pharmacy services.
• Responsible for the day-to-day operation of a multi-specialty medical clinic, to include planning and coordinating the work assignments of clinical staff and collaborating as necessary with Managers supervising non-clinical staff (i.e., front desk, Pharmacy, social services)
• Ensures employee compliance with policies and procedures promoting patient care with high levels of organizational efficiency, communication and safety.
• Prioritizes patient experience in finding alternate solutions for unexpected occurrences in provider availability (i.e., finding coverage from another provider, moving patients to another provider schedule, etc.)
• Recruit, hire and coordinate the training of new staff members to meet or exceed job requirements.
• Design and implement strategies to help the clinic meet the organizational goals.
• Manage staff requests for leave, approval of payroll in accordance with company policy.
• Perform quarterly and annual employee reviews and provide constructive feedback on their performance to help them meet professional goals.
• Assists in managing clinic budget to include medical and office supply inventory.
• Creates and sends purchase orders for approval and processing in accordance with company policy.
• Ensures medical equipment is calibrated and inspected in accordance with manufacturer recommendations.
• Ensures completion of required annual trainings (i.e., HIPAA, TB, Blood borne pathogen, etc.)
• Demonstrates critical thinking and organizational skills, leadership, and appropriate role modeling for office staff.
• Promotes and reinforces documentation requirements supporting UDS measurement capture and HEDIS quality initiatives.
• Ensures cross training of team members to support clinical and quality goals.
• Performs other duties and responsibilities as assigned.
• May occasionally need to travel from one clinic to another for coverage.

Competencies:

• Ability to work as part of a professional team and to collaborate effectively with individuals within the organization as well as outside contractors.
• Proficient in Windows operating systems and Microsoft Office Suite.
• Sound knowledge and understanding of medical terminology and body systems.
• Strong working knowledge of electronic scheduling systems, Electronic Medical Records (EMR), and case management programs.

Education & Training

• Associate’s or Bachelor’s degree with BSN or BS in healthcare/business management preferred.
• Active Florida unrestricted LPN or RN license preferred.

Experience

• At least 5 years work experience in a clinical office, or two years of FQHC experience.

Requirements

• Level 2 background clearance required.
• Proof of immunizations for MMR, HEP B vaccination, and either a history of chicken pox (varicella), or documentation of the varicella vaccine, current Tdap, and a PPD Test at time of hire.