Clinic Administrator

Hill Country Community Clinic

Job Description

JOB TITLE: Clinic Administrator

DEPARTMENT: Administration

FLSA STATUS: Exempt

REPORTS TO: Director of Operations

HOURS: Monday-Friday 8:00am to 5:00pm

LOCATION: Redding 

POSITION SUMMARY:

The Clinic Administrator is responsible for the overall program, operations, compliance, fiscal and clinical performance of the clinic (including medical, dental, and behavioral health). The Clinic Administrator oversees the day-to-day operations of the clinic as related to patients, staff members and the facility. The Clinic Administrator plays a critical role in the development, revision and implementation of new workflows, processes, and policies. The Clinic Administrator is responsible for providing leadership and direction across the different departments in the clinic in coordination with the Chief Medical Officer and/or the Director of Operations.

As a supervisor, the Clinic Administrator is responsible for addressing any personnel issues to promote a productive and supportive work environment, evaluating the performance of clinic staff, providing feedback and mentoring through frequent communication, developing education programs, contributing to staff professional development, interviewing and hiring staff. The Clinic Administrator serves as a liaison with leadership and promotes the best interests of staff and patients, while ensuring the clinic runs efficiently and financially sustainable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Functions:

• Management of all business activities and resources throughout the practice, including development, implementation, and facilitation of results of all clinic site functions to maximize efficiencies and maintain budget controls. This includes the consistent oversight of department financials, people operations, inventory management, quality assurance and control, patient satisfaction, and compliance monitoring.
• Analyzes all staff functions, develops optimized staffing patterns, provides, or arranges for necessary training. Delivers a strong day-to-day leadership presence and cultivates a mentoring open-door policy for staff.
• Management of all staff including work allocation, staffing coverage and problem resolution; monitor staff time and attendance; evaluates performance and makes recommendations for personnel actions; ensure staff achieve peak productivity and performance.
• Ensures training and adherence of clinic staff to policies, procedures, and standards; coordinates in-service training, continuing education, orientation, competency reviews, and other related training functions.
• Oversees and guides efficient patient flow from entry to discharge and monitors patient outcomes. Ensures accuracy and quality control of administrative and clinical operations.
• Directs, organizes, and formulates weekly, monthly, and / or annual clinic performance reports associated with practice operations, including financial measures.
• Serves as a liaison in coordination of support services for practice operations. Coordinates outreach and in reach opportunities to promote the practice presence within the community.
• Develops and maintains relationships with community partners, and other business alliances.
• Adopts data from needs assessment and other regulatory agencies to build strategic connections with Community Partners and Community Based Organizations to meet the community needs for patients served.
• Identifies and develops future leaders of the organization and empowers them to lead and succeed; maintains awareness of job responsibilities, challenges, barriers and needs of staff within reporting line; recommends changes to senior leadership team as necessary or appropriate.
• Monitors staff progress and holds departments and staff accountable, recommending, overseeing, and participating in department and/or personnel evaluation and improvement efforts, as necessary.
• Develops and maintains excellent working relationships with all departments; provides guidance and support as appropriate to ensure needs are met in a timely manner.
• Other duties as assigned.

Clinical Functions:

• Ensures assigned clinical teams achieve a 90 percentile or higher in meeting all key performance indicators (KPIs) goals.
• Assists with annual budget preparations, monitor monthly operating budgets, and provides fiscal direction to the practice site.
• Analyzes Clinic financial results with respect to profits, trends, costs and compliance with budgets and grants.
• Monitors and analyzes operating results against budget.
• Provides quality care to the patients within the scope of practice outlined by state or federal law.
• Delivers care in accordance with established standard of care and accepted community standards.
• Understands the organization’s commitment to provide high quality patient care. Promotes a Patient Centered Medical Home.

Staff Supervision:

• Responsible for collection and approval of timesheets and benefit requests for staff under his/her/their supervision.
• Facilitates staff training as necessary and ensures compliance with new employee and annual training requirements.
• Evaluates staff performance either directly or in collaboration with co-management.
• Conducts employee corrective action, provides guidance, and regular 1:1’s with direct reports.
• Responsible for ensuring staff compliance with all Hill Country policies and procedures, and all applicable laws and regulations, including HIPAA and OSHA.

Strategic:

• Achieves Hill Country’s vision, goals and objectives for department that are in alignment with organizational strategic plan.
• Communicates vision, goals, and objectives within own departments and with other departments, including regular department updates regarding current activities.
• Contributes to department progress and maintains accountability, recommending, and participating in department and/or personnel evaluation and improvement efforts as necessary.
• Effectively collaborates with other departments to work toward shared goals and common vision.
• Ability to articulate awareness of how department fits into the bigger organizational picture.
• Maintains knowledge of regulatory and oversight requirements and ensures compliance.

Program:

• Ensures development and maintenance of policies and procedures consistent with those of the organization to ensure efficient and safe operation of the practice site and compliance with federal, state, and other regulatory and accreditation agencies. Oversees compliance of federal and state funded programs, collaborative, and grant management.
• Participates in the planning, development, monitoring and coordination of the Compliance Program activities to ensure compliance with regulatory and accreditation agencies.
• In collaboration with the Chief Medical Officer, assists in coordinating clinical activities that directly impact population health outcomes.
• Ensures compliance for various accrediting bodies and government agencies such as HRSA, SAMHSA, CMS, State Programs, and health plans. Performs all necessary reviews, audits, education, and training to maintain compliant status.
• Monitors, facilitates data validation, and provides feedback for data tools and dashboards to monitor program goals.
• Actively participates in the Quality Improvement (QI) committees.
• Oversees projects for effective implementation and ongoing monitoring.
• Gathers and analyzes data for trends and institute action to solve problems promptly and evaluate effectiveness of action.
• Maintains awareness of organizational hierarchy, systems, and processes, and participates in process improvement initiatives, as necessary.
• Presents and pursues opportunities for further organizational development and growth.
• Acknowledges role in productivity, patient access and quality improvement.
• Ensures adherence of department policies and procedures and adheres to appropriate organization-wide implementation processes.

Financial:

• Maintains fiscal responsibility of clinic performance and impact on profit and loss statements.
• Assists with annual budget preparations, monitor monthly operating budgets, and provides fiscal direction to the practice site.
• Analyzes Clinic financial results with respect to profits, trends, costs and compliance with budgets and grants.
• Maintains awareness and strategic implementation of health plan, and program-based incentive models.
• Collaborate cross-functionally to develop and deliver on the execution of the site operational plan, budget, and key performance indicators.
• Monitor’s performance and proactively manages expenses and identifies and creates solutions to budget challenges.
• Maintains department level budgets that adequately balance the financial needs of the departments against the needs for fiscal responsibility.

Service:

• Actively supports, promotes, and works to fulfill the Mission, Vision, and Core Values of Hill Country.
• Provides excellent internal and external customer service.
• Participates in on-going customer service training.
• Implements and monitors customer service programs; leads efforts to develop a customer service driven culture in ambulatory care; develops and maintains systems to monitor customer requirements and satisfaction.
• Maintains awareness of the Clinic’s reputation (i.e., social media outlets-yelp, google, Facebook, etc.). Develops framework and processes to promote positive patient experiences that are reflective in these forums.
• Contributes to the success of the organization by participating in quality improvement activities.
• Complies with all Hill Country policies and procedures and proactively participates in the implementation of new initiatives.
• Fosters a positive patient experience and promotes patient retention.

Safety:

• Ensures compliance with policies and procedures related to safe work practices.
• Uses all appropriate equipment and/or tools to ensure workplace safety.
• Immediately reports unsafe working conditions.

Privacy/Compliance:

• Maintains privacy and security of all patient, employee, and volunteer information and access to such information. Such information is accessed on a need-to-know basis for business purposes only.
• Complies with all regulations regarding corporate integrity and security obligations. Reports unethical, fraudulent, or unlawful behavior or activity.

QUALIFICATIONS:

• A minimum of 3–5 years of progressively responsible healthcare administration and leadership experience.
• Must have at least 3 years of direct patient interaction.
• Federally Qualified Health Center (FQHC) experience preferred.
• Program management experience.
• Must have strong verbal and written communication, interpersonal, and organizational skills.
• Must be knowledgeable of computers to include Microsoft Office, and Internet//Intranet navigations.
• Ability to travel long distances when needed.

EDUCATION:

• Bachelor’s degree required or equivalent combination of education and experience in healthcare.

SKILLS:

• Proven track record of successfully organizing, directing, evaluating, and coordinating patient care services in complex health systems.
• Director level experience in acute or outpatient clinical setting.
• Proficiency with electronic health records.
• Strong customer service skills.
• Exhibits progressive professional development.

LANGUAGE ABILITY:

Must have the highest level of language skills. Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints.

MATH ABILITY:

Must have high level math skills.

REASONING ABILITY:

Must have very high reasoning skills. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

COMPUTER SKILLS:

To perform this job successfully, an individual should have excellent working knowledge of computers.

EQUIPMENT SKILLS:

Proficient with computers, printers, copiers, faxing, 10-key, multi-line telephone systems.

WORK ENVIRONMENT / PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires a moderate level of mobility, dexterity and flexibility in order to perform essential functions. The employee must be able to sit or stand for long periods of time. Occasionally required to walk, bend, reach with hands and arms, and to lift 25 lbs. Close vision is required. Work is performed in a typical office environment with moderate equipment noise. Occasional travel to other clinics and locations required.

Qualifications