Clinical Office Manager

Location:

Pay Range:

Plans, directs and evaluates the overall clinical care and functions. Oversees the activities of the clinical areas and directs, organizes, and assigns work to the clinical team that includes nurses, lab, and pharmacy technician(s). Institutes emergency procedures as necessary. Assures compliance with all standard operating procedures and regulations to the assigned areas.

Demonstrates working knowledge of all facets of role, relevant regulations, and organizational and departmental policies and procedures. Performs other duties and projects as assigned. Performs all duties in accordance with regulatory requirements and organizational policies and procedures.

KPA 1 - Clinical Knowledge

• Maintains knowledge of clinical operations.

• Act as a physician and advanced provider liaison and work in partnership with the office manager to ensure patient safety, continuity of patient care and smooth office flow among all departments.

• Communicates with outside entities as necessary to assure quality and continuity of patient care.

• Actively support and maintain knowledge of clinical trials and ECOG. Communicate with the research department and Research Coordinator to share all relevant patient information.

• Responsible for the completion of incident reports and adverse event reports.

• Ensure completion of daily variance report and resolution of unsigned charges.

• Proficient with drug preparation including admixture of hazardous and non-hazardous drugs, in addition to drug ordering and pharmacy cleaning procedures

• Coordinate with purchasing department to ensure PAR levels are maintained to assure sufficient stock and to minimize waste.

• Collaboration with ancillary departments to ensure required annual task/education is complete and timely.

• Maintain knowledge of Nucleus medication dispensing system.

• Oversee ordering of medical and pharmaceutical supplies.

• Coordinate with Office manager for 24 hour coverage for drug refrigeration temperature monitoring and response.

• Attend and participate in monthly CNM meeting

• Collaborate with the R-DON for nursing concerns, education, etc.

• Working with Occupational Health to ensure N95 mask testing is done yearly.

KPA 2 - Leadership

• Efficiently and effectively coordinate training of team members to provide quality services to oncology patients.

• Manage daily direction and communication to employees so that departmental work is performed in a timely, efficient and knowledgeable manner.

• Create and maintain a positive, high quality work environment.

• Manage schedule for clinic nurses, and pharmacy technician(s) ensuring adequate coverage for increased patient schedules or staff time off.

• Coordinate and facilitate nurse staff meetings on a regular basis.

• Participate and complete hiring process including interviewing applicants and assist in hiring decision with the HR recruiter for any open positions in assigned area.

• Coordinate the orientation of new nurses, and pharmacy technician(s) in collaboration with the nurse and pharmacy technician trainers. Ensure employees have appropriate training and other resources to perform their job.

• Complete and provide performance evaluation for 90 day and annual reviews for nurses, lab, and pharmacy technician(s).

• Works in conjunction with Lead Nurse or R-DON for clinical performance feedback and coaching on a regular basis to team members.

• Complete and maintain appropriate documentation for disciplinary actions.

• Review and approve time off requests, if appropriate, in a fair manner while ensuring adequate staffing to maintain work productivity.

• Review and submit timesheets to payroll for all direct reports.

• Holds monthly departmental staff meetings to communicate any issues or updates.

KPA 3 - Education and SOPs

• Utilizes and distributes available resources to team members for educational purposes.

• Assist in creation and review of clinical activities and operations.

• Coordinate clinical staff to teach patient education classes and/or individual patient teaching sessions.

• In conjunction with Lead RN, manage packet assembly for orientation and patient education classes and/or individual teaching sessions.

• Monitor and direct nursing team to follow Nursing Standard Operating Procedures

KPA 4 - Compliance and SOPs

• Maintain and ensure the confidentiality of all patient and employee information at all times.

• Ensure adherence to legal and company policies and procedures and undertake disciplinary actions if the need arises.

KPA 5 - Communication and Customer Service

• In coordination with R-DON, manage and communicate all clinical policy, procedure and regulatory changes that apply to the nursing and pharmacy teams.

• Act as a resource for staff regarding company policies and procedures.

• Remain current on oncology updates, therapies and procedures and share updates with clinical staff. Partners with Lead RN regarding clinical questions related to updates.

• Maintain a positive working relationship with all other company employees to foster and promote a cooperative and harmonious working environment that will be conductive to maximize employee morale, productivity and efficiency/effectiveness.

• Performs other duties and projects as assigned.

Education:

• Associates Degree or Bachelor's Degree

Certifications/Licenses:

• Valid state Driver's License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy if applicable.

• Current CPR certification

Previous Experience:

• Five (5) years of experience in the healthcare field in a clinic or hospital setting.

• Three (3) years of management experience preferred.

Core Capabilities:

• Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.

• Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.

• Communication Skills: Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.

• Customer Service & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.

• Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability to work independently with limited supervision.

• Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.

• Leadership and Mentoring: Effectively lead and facilitate group discussions, coach, mentor, motivate, and engage others to align to a common goal. Ability to effectively lead projects from inception through implementation and assessment.

• Human Resources Management: Effectively hire, coach and support staff develop, as applicable, as well as manage resources, performance and employee relations, and supervise within established policies, procedures and legislation.

• Computer Skills:

  • Proficiency in MS Office Word, Excel, Power Point, and Outlook required.

Travel: <25%

Standard Core Workdays/Hours: Monday to Friday 8:00 AM - 5:00 PM.

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