Clinic Administrator

Job Summary:

The Clinic Administrator is responsible for the effective, efficient operation of the clinic that results in excellence in customer service and clinical care and provides a medical home to its patients. The Clinic Administrator will assist in developing and implementing consistent clinical processes that measurably improve achievement of standards in preventive care and chronic disease management among the population of patients served by the care team. Will work collaboratively with Chief Executive Officer, Chief Operations Officer and other members of the Clinic Management Team in establishing clinical and service standards and processes and provide continual updates and process improvements for the organization that result in the clinic being certified as a patient centered medical home.

DETAILED RESPONSIBILITIES:

• Supervises and schedules clinic staff. Providers are directly supervised by the Chief Medical Officer and Mid-Level Manager. However, the Clinic Administrator has a role in helping with oversight of providers since the Clinic Administrator is ultimately responsible for the clinic.
• Coordinates and at times performs initial and ongoing orientation and training for staff.
• Performs Medical Assistant or Medical Receptionist duties when needed and as licensed or certified to do.
• Develops tools and strategies to assist care teams in managing their panels to increase achievements in standards of care and service.
• Drives quality improvement efforts at the clinical level.
• Maintains a positive work environment with providers and staff, and has a positive, supportive working relationship with other clinics and HW administration.
• Keeps excellence in customer service and the mission of the organization in mind when interacting with patients, co-workers, and others, promoting a positive image for Health West.
• Researches and responds to patient complaints and suggestions for improvement from patients and the community.
• Ensure that the clinic has required office and medical supplies; coordinates ordering and payment with Fiscal Office.
• Ensure all medical equipment is clean, easily available for use and in working order. Troubleshoots equipment issues and oversees maintenance
• Ensure billing and collection information is processed daily for the Administrative Office; collect data for reports as required
• Supervise and/or perform functions required for pharmacy programs, including Patient Assistance Programs, samples, All Script, and the 340B Program.
• Ensure that the building and grounds are maintained and present a professional appearance.
• Assists in policy development related to clinic operations.
• Carry out supervisory responsibilities and clinical oversight in accordance with applicable state, federal and local laws, including standards, guidelines and regulations that govern the medical clinic (Bureau of Primary Health Care, OSHA, and CLIA).
• Maintain strict confidentiality with medical information, as well as other confidential information, and conform to HIPAA regulations.

• Work with various community organizations such as Senior Citizens, local schools, advisory councils, etc. to coordinate services to the community from the clinic.
• Fill in for various clinic positions as needed and assist the Director of Operations. as required.
• Assure proper communication between the clinic staff and administration.

PERFORMANCE CRITERIA:

• The clinic will meet patient centered medical home certification, Meaningful Use requirements, and collect UDS information regularly.
• The clinic will meet or exceed revenue and expense targets.
• Staffing levels are maintained, and performance appraisals are completed in an effective and timely fashion.
• The Clinic Administrator will demonstrate effective use of quality improvement tools to improve performance.
• Customer satisfaction scores for the clinic will be above 80%.
• A positive work environment is maintained as evidenced by positive staff feedback and minimum of staff complaints.
• All required financial information and deposits are completed and submitted accurately and on time.
• Clinic A/R functions (sliding scale setting and documentation, payment at time of service, cash management, entering payments and adjustments into the practice management system) comply with HW policy.
• The clinic and grounds are neat, orderly, and well maintained.
• Equipment and supplies are readily available when needed for patient care.
• The clinic is in compliance with the annual Chief Medical Officers clinic review.
• The clinic maintains compliance with HW, BPHC, HIPAA, OSHA, and CLIA policy and regulation.
• The Clinic Administrator makes positive contributions to the development of Health West Inc as evidenced by clinic operations, involvement in organization-wide initiatives, and participation in management meetings.
• The Clinic supports the achievement of Health West Business and Health Performance Indicators as required by the CHC grant.
• The Clinic Administrator demonstrates active community involvement.

QUALIFICATIONS:

• Bachelors degree or minimum of 3 years of administrative/management experience in a medical clinic/physician office setting
• Knowledge of medical office operations
• Strong communication skills

SPECIALIZED SKILLS AND ABILITIES:

Proven supervisory skills and experience. Knowledge of nursing procedures, documentation, medical equipment, and patient education. Proficiency with computers using electronic medical records (EMR) & Microsoft Office products. Strong problem-solving, organizational, and time management skills. Ability to learn EMR and reporting functions. Ability to work both independently and with a team in a fast-paced, outpatient medical clinic with frequent interruptions, public contact, and occasional crisis situations.

• Bachelor’s degree or minimum of 3 years of administrative/management experience in a medical clinic/physician office setting
• Knowledge of medical office operations
• Strong communication skills

SPECIALIZED SKILLS AND ABILITIES:

Proven supervisory skills and experience.  Knowledge of nursing procedures, documentation, medical equipment, and patient education. Proficiency with computers using electronic medical records (EMR) & Microsoft Office products.  Strong problem-solving, organizational, and time management skills.  Ability to learn EMR and reporting functions. Ability to work both independently and with a team in a fast-paced, outpatient medical clinic with frequent interruptions, public contact, and occasional crisis situations.