General Information
| Job Description | AMBUL CARE ADMSTN SUPV 1 | Working Title | Clinic Manager - Psychiatry Outpatient |
|---|---|---|---|
| Job Code | 004172 | Grade | 21 |
| Department Name | Clinical Affairs - D02007 | Department Head | |
| Supervisor | Effective Date | 08/01/2020 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 008993 | MED AST 1 | 4 |
Generic Scope
| Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures. |
Custom Scope
| Supervises clinic operations staff involved in routine functions. Oversight of administrative areas such as registration, new patient coordination, scheduling, medical records storage and maintenance, facilities, insurance authorizations, and clinical support staff such as medical assistants. |
Department Custom Scope
| This position has a dual reporting relationship whereby the incumbent will primarily report to the Director, Ambulatory Operations and report and work operationally with the chair for the department of psychiatry and neurosciences. The Clinic Manager is responsible for the overall operations in developing and maintaining a well-functioning and compliant physician office clinic. This will include, but not limited to: staffing, training, financial/budgetary, billing, ensuring the correct coding when designating patient diagnosis or visit information, policy making, patient satisfaction, and provider/employee engagement. Will supervise staff and oversee the functions provided by the front office coordinators, surgery schedulers, medical assistants, and clinic leads. Works collaboratively with management, administrators, and physicians. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent combination of experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
| License | Requirement |
|---|---|
| Licensed Practical Nurse (LPN) / Licensed Vocational Nurse (LVN) | Preferred |
| Registered Nurse (RN) | Preferred |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|---|
| A total of eight (8) years of directly related experience can be substituted for the combination of the bachelor's degree requirement plus the four (4) years of related experience requirement. | Required |
Key Responsibilities
| Description | % Time |
|---|---|
Schedules staff in the coordination of daily operations and activities of clinic operations. Implements changes or new procedures to improve operational efficiencies. Ensures work is completed in a timely manner and in compliance with internal standards and external regulations. Proposes changes or new procedures to improve operational efficiencies.
|
25 |
| Keeps staff informed of procedural changes and external regulations. Participates in regulatory rounding and resolution to identified deficiencies. | 5 |
| Evaluates subordinate staff and participates in decision-making on hiring, salary actions, disciplinary actions, performance ratings, and other human resources matters. | 5 |
| Provides orientation and training to staff, monitors and coaches as needed to assure work is performed in adherence to patient service standards, internal policies, external regulations, and quality/quantity expectations. | 5 |
| Implements and may develop procedures for patient reception, telephone processing, scheduling, electronic medical record workflows, and practice traffic flow in order to ensure consistently prompt, effective service to patients and visitors. | 10 |
Resolves escalated issues in areas under supervision, such as patient reception, registration, insurance authorizations, scheduling, data entry and responding to patient concerns. Implements established quality improvement processes. Gather the material facts and files incident reports across a broad range of issues, such as privacy, safety, or customer service. Escalates and triages to appropriate leadership for resolution and follow up.
|
10 |
| Ensures appropriate training, certification, and access for staff use of applicable IT systems and applications. Coordinates IT assistance to resolve issues. Communicates and holds team accountable for compliance with security protocols and new regulations. May participate in medical center IT workgroups. | 5 |
| Performs revenue management functions, such as maintaining systems for charge captures, reporting, supervising data entry and cash collection, following up on discrepancies and other issues. Consults with billing professional colleagues on questions and issues as needed. | 10 |
| Ensures facilities are well-maintained and coordinates with Facilities and/or Environmental, Health and Safety as needed. May assist in overseeing facility renovation projects for assigned clinic/center areas. May participate in facility rounding. | 5 |
Operates within budgetary parameters in the management and distribution of material and fiscal resources. May participate in budgeting and drafting proposals for capital projects.
|
5 |
| Functions as a resource and role model for staff in handling patient issues and concerns. Coaches and empowers staff to respond to patient issues according to established customer service guidelines and standards. | 5 |
| Project Management. Special projects as assigned. Collaborates with the SOM marketing and business development department to market for the clinic specialty. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skills to supervise support staff in clinic/center administration, and to effectively manage multiple priorities in a fast-paced, dynamic environment. | Required |
| Knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirements. | Required |
| Basic knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to provide input to decision-making on human resources matters. | Required |
| Detail oriented, with the ability to apply analytical and critical thinking skills to quickly analyze problems, determine appropriate level of intervention, and apply effective solutions. | Required |
| Solid interpersonal skills for effective information exchange and problem solving with all levels of management and staff, consultants, and outside agencies. | Required |
| Skills in written and verbal communications, with the ability to convey complex administrative, clinical, and technical information in a clear and concise manner, and to produce a variety of reports and analyses. | Required |
| Knowledge of business software and specialized applications and data management systems used in clinic/center operations. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| Physician clinical environment. |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |