Clinic Administrator

Position Purpose:

The Clinic Administrator is responsible for planning, coordinating, directing, and monitoring all operational and financial aspects of the Wesley Health Centers Clinic. The Clinic Administrator will provide effective leadership to workforce members and oversee the delivery of quality, cost-effective patient care. This position works closely with the lead site Physician to direct and support personnel in fulfilling their responsibilities.

Principal Responsibilities:

1. Provide overall direction and guidance to both clinical and front office staff.
2. Communicate organizational objectives and vision to the front office team.
3. Assist staff in implementing departmental goals, policies, procedures, and reporting tools.
4. Foster a team approach to delivering high-quality, cost-efficient care with a focus on patient satisfaction.
5. Annually prepare a capital equipment list, monitor departmental activities, justify variances, and implement tools to improve operational efficiency and control costs.
6. Coordinate provider schedules and patient appointments. Monitor client flow and ensure the appointment software accurately reflects provider availability.
7. Collaborate with the Director of Clinic Operations to enhance provider efficiency and assist in resolving clinic-related issues as needed.
8. Monitor the impact of growth on the facility’s space plan based on projected Medi-Cal HMO enrollment, visits, and utilization. Propose and manage facility expansion and enhancement projects if required.
9. Maintain a professional appearance for the facility, both indoors and outdoors.
10. Increase health center visibility through community involvement and participation in service and professional organizations.
11. Actively participate in organizational and ad-hoc committees as needed.
12. Report operational issues, organizational opportunities, and concerns at the monthly Operations Meeting and as necessary.
13. Monitor patient satisfaction through programs such as formal complaints and patient surveys, and respond appropriately.
14. Ensure customer service standards are consistently met.
15. Maintain all PHI information in accordance with HIPAA regulations.
16. Provide orientation for potential or new Medi-Cal HMO clients and assist clients wishing to convert to the JWCH IPA. Follow up with Medi-Cal HMO clients, and update and maintain tracking of their visits.
17. Provide coverage for front office staff as needed (e.g., during lunch breaks, sick leave, and vacations) to ensure smooth clinic operations.
18. Manage the bus token program.
19. Submit patient census and encounter verification forms to the billing department daily.
20. Perform weekly cash deposits and maintain the deposit book.
21. Conduct staff evaluations and complete checklists.
22. Review, sign, and submit timesheets by the assigned due date.
23. Complete check reimbursement forms and route them to the supervisor for review and approval.
24. Order office supplies and other clinic materials as needed.
25. Organize and facilitate monthly staff meetings.
26. Develop and implement corrective action plans following internal and external audits.
27. Copy medical records as requested and maintain the Disclosure Log.
28. Create and maintain a professional work environment.

Requirements:

1. Bachelor’s Degree in Healthcare Administration, Public Health, Business Administration, or a related field with 3 years of experience.
2. Master’s Degree in Healthcare Administration, Public Health, or a related field is preferred.
3. Minimum of 3 years of experience in a healthcare management role, including at least 1 year in a supervisory position.
4. Strong leadership skills with the ability to guide and motivate a team.
5. Excellent communication skills, both verbal and written.
6. Demonstrated ability to manage the operational and financial aspects of a clinic.
7. Proficiency in using Electronic Health Records (EHR) and other healthcare management software.
8. Knowledge of Federal, State, and local funding designated for health services.
9. Experience working with clients or patients and staff from diverse socio-economic, ethnic, and cultural backgrounds.
10. Valid Driver’s License, if required for travel between sites.
11. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
12. Bilingual (English/Spanish) is required.
13. Knowledge of HIPAA regulations and the ability to ensure compliance.
14. High level of integrity and professionalism.
15. Commitment to delivering high-quality patient care and customer service.