Description

The Clinic Manager will be responsible and accountable for leading and managing the clinic. The manager is instrumental in defining the mission, goals, budget and performance standards for the clinic and communicating it to staff.

Leadership: Leads employees to accomplish all job objectives; inspires confidence and motivation; clearly defines expectations, and maintains personal effectiveness under pressure.

• Helps establish/implement goals, objectives, policies, procedures, and systems for the clinic
• Monitors and controls clinic expenditures within approved budget
• Determines system for interdepartmental functions in keeping with clinic systems and communicates it to staff
• Monitors effectiveness
• Provides clinic manager reports and provides consultation as needed
• Demonstrates following leadership skills:
• Critical Thinking
• Conflict Management
• Negotiation and Motivation
• Personnel Development
• Fosters the goals of team building with clinic staff
• Demonstrates appropriate delegation and coordination of tasks and duties in the operations of clinic, using appropriate organizational/priority setting skills
• Establishes a system of communication to coordinate activities/functions
• Assigns responsibility for intradepartmental function
• Develops the leadership skills of staff through delegation of responsibility
• Empowers staff to achieve their best professionally and guides them through creative problem solving

Budget and Supplies: Develops, monitors and analyzes budget and financial information and utilizes all resources in an effective and economical manner.

• Routinely interacts with customers to maintain awareness of needs and satisfaction of service provided
• Fosters teamwork within clinic, as well as system wide
• Administers clinic's patient complaint policy and takes appropriate action
• Assists in the development of a clinic budget, utilizing administrative guidelines, appropriate benchmarks, and anticipated scope of services
• Utilizes the purchasing system appropriately:
• Seeks authorization for purchases according to Hopebridge’s policy
• Utilizes vendors according to Hopebridge’s policies
• Demonstrates working knowledge of the practice management system
• Responsible for being up-to-date and knowledgeable with regard to diagnostic and procedure coding, and how it affects reimbursement
• Reviews and updates forms used within the clinic and standardizes when possible
• Reconciles petty cash with cash paid receipts, follows policy with respect to petty cash
• Ensures total accounts receivable at less than 60 days of average monthly charges
• Determines best approach to dealing with commercial insurance plans and over the counter collections for those plans as well as self-pay patients.

Legal Issues: Knowledge of legal issues in all aspects of operations to ensure compliance with regulatory agencies and rights of all patient and employees.

• Develops and implements policies and procedures to meet state and federal regulations
• Assures compliance with corporate compliance policies
• Maintains a system of confidentiality according to Hopebridge’s policies and procedures

Requirements

Responsibility/Accountability: Develops standards and provides systems to monitor and evaluate clinic functions and assumes responsibility for designing methods to improve functions.

• Implements system to document and communicate standards which includes Hopebridge’s policies, procedures and protocol
• Documents and reports to HR and COO of Hopebridge:
• Incident (patient, therapist, employee, guests) within 24 hours
• Quality Assessment and Improvement Activities. (as required by Hopebridge)
• Employee competence through performance evaluation (maintains notes regarding performance quarterly to assist with annual evaluation on anniversary date)
• Project Activity (per project as determined)
• Reviews budget variances. (weekly and monthly reviews revenue and expense budget variances and develops an action plan)
• Issues affecting clinic productivity and effectiveness (monitor daily and report if appropriate.)

Working Relationships: Identifies and understands patients of the pediatric clinic.

• Assists Clinical Director with the development activities associated with building a successful pediatrics outpatient clinic
• Assists Chief Operations Officer (COO) in the implementation of Hopebridge’s policies and procedures
• Identifies and maintains a professional working relationship with all internal and external customers
• Routinely interacts with customers to maintain awareness of needs and satisfaction of service provided
• Fosters teamwork within clinic, as well as system-wide
• Administers clinic's patient complaint policy and takes appropriate action

Problem Solving/Decision Making: Practices effective problem identification and resolution skills as a method of sound decision making.

• Submits budget analysis quarterly to Controller
• Tracks lost or delayed orders for supplies and materials
• Accesses data to effectively manage clinic operations by utilizing quality improvement tools
• Utilizes policies and good judgment to establish limits in autonomous decision making
• Identifies problems which interfere with practice and develops an action plan for resolution
• Consults with/reports to Chief Operations Officer (COO) when appropriate

Communication: Determines and demonstrates effective communication methods and defines appropriate lines of authority for the clinic in keeping with the administrative structure

• Uses all methods of communication to disseminate information to staff in a timely manner
• Utilizes formal lines of communication to promote problem solving and decision making and to communicate results according to communications plan
• Functions as a liaison within multiple discipline programs within clinic
• Conducts regular staff meetings

Technical: Demonstrates appropriate competency in selected skills which are pertinent to areas of responsibility.

• Reports medical as well as clerical equipment problems and/or arranges for service as needed
• Assures answering machine and/or answering service is activated when appropriate and ensures it is working

Environment of Care (Safety/Emergency Situations): Sets and communicates clinic standards in keeping with regulatory agencies and Hopebridge’s policies. Develops and monitors standards to comply with safety, infection control and customer relations standards.

• Maintains an aesthetic environment within the clinical setting and adhering to Hopebridge’s policies. To help write, communicate, and enforce the Hopebridge’s safety process, which includes department specific plan, emergency preparedness, hazardous materials/waste programs, security management plan, life safety/management (fire plan), equipment management, and utilities management
• Enforces clinic responses to emergencies
• Enforces OSHA and Infection Control Standards for clinic
• Maintains a safe, clean, orderly, pleasing environment

Teaching Others/Self Development: Complies with the System for ongoing competency maintenance and develops a self-assessment plan to maintain personal competency.

• Coordinates Hopebridge’s clinic-specific orientation for staff
• Promotes opportunities for individual continuing education within budget
• Participates in community activities to:
• Identify and communicate community services/resources available to our patients that can utilize and support
• Identify and communicate unmet healthcare needs; to develop or assist in developing ways to meet those needs
• To represent in the community and to communicate the mission and goals of the system
• Performs therapist clinic orientation
• Maintains management competence and knowledge of trends in clinical practice to include changes in industry patient care standards and evaluation of same
• Attends all scheduled clinic manager meetings

Goals: Defines and implements annual therapist clinic goals in keeping with Hopebridge’s mission, vision and strategic plan.

Quality: Understands and participates in Hopebridge’s quality process and develops a therapist office monitoring system to assure quality.

• Develops and monitors important aspects of care for service according to Hopebridge’s quality plan. Assures that minutes of staff meetings which document agenda items and discussion of staff concerns with identified action plans and outcomes are kept
• Fosters the values and mission of Hopebridge to clinical staff

Staffing: Develops and implements staffing standards for clinic programs with effective, economical use of resources.

• Monitors staffing and attendance in compliance with Hopebridge’s standards
• Supervises, hires, transfers, promotes, and assigns rewards, counsels, and disciplines and discharges appropriate employees of the clinic according to the policies and procedures of Hopebridge
• Develops and monitors clinic standards
• Proposes options for solving staffing problems that are within acceptable parameters and utilizes appropriate resources
• Determines priorities of clinic activities based on available resources and commonly accepted standards
• Participates in the recruitment process for recruitment of therapists for the clinic

Project/Specialized Job Knowledge: Identifies and participates in special projects and develops standards and competencies related to implementation

• Develops and maintains systems to remind, notify staff of managed care requirements
• Assists in marketing the practice
• Performs patient satisfaction surveys
• Prepares and monitors clinic payroll per policy
• Determines level of knowledge and evaluates performance of personnel in department, demonstrates leadership, budget, policy, procedure and organizational structure knowledge
• Determines knowledge base requirements of clinic staff
• Maintains clinical/service knowledge according to Hopebridge’s policy
• Sets goals with staff for maintaining and improving performance which includes an action plan, time frame and follow-up action
• Has a working knowledge of Hopebridge’s overall operating budget and how a focus on quality can affect the budget

Other:

• Assist in providing a safe environment for all staff.
• Assist with problem solving to improve efficiency and morale within the office.
• Portray a positive attitude and maintain a customer and co-worker satisfaction level that limits adverse situations or complaints.
• Promote Hopebridge philosophies, generating team spirit and creating and maintaining and environment that fosters staff satisfaction, maximizes productivity and profitability.
• Minimum of 40 working hours a week
• Attend weekly meetings and training as requested.
• Other duties as assigned

Competencies:

• Communication
• Delegation
• Motivating Others
• Organizing and Task Management
• Patience
• Building Effective Teams
• Self-development
• Developing Others
• Handling Stress

Requirements

• High School Diploma or equivalent
• Knowledge of standard office machinery including computer systems and applications
• Knowledge required of ICD-10 and CPT coding and how it affects reimbursement from third-party payers
• Must be capable of obtaining and maintaining a CPR/First Aid Certification
• Must have excellent communication skills, both written and verbal

Preferred Education and Experience

• Bachelor’s Degree in Healthcare Administration, Business, or related field
• 2-3 years of program management experience in clinical setting preferred
• Previous medical billing experience in managed care setting preferred

Physical Demands:

• Must have full physical dexterity/agility or be able to independently position self and perform all movements required (computer typing, standing at fax machine, fetching documents from file cabinets).
• Ability to lift, carry, push and pull up to 50 pounds
• Must have sufficient corrected or uncorrected vision to carry out all duties and responsibilities.
• Need to be able to lift and carry pediatric population (weight ranging from 5 to 50 lbs.)
• Reasonable accommodations will be provided to assist or enable qualified individuals with disabilities to perform the essential functions of the position, upon request.

Work Environment:

• Multidisciplinary clinic that uses collaborative approach
• Inside office workplace where patients meet with therapists
• Comfortable environment for children and parents

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Disclaimer

The above statements reflect general functions of this job and shall not be construed as a detailed description of all work requirements inherent in this job. The immediate supervisor may elaborate on or add to the above list if the duties come within the employee’s realm of responsibility.

Hopebridge is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, arrest record or any other characteristic protected by applicable federal, state or local laws.