What are the responsibilities and job description for the Clinic Practice Manager Mid Cities position at MHMR of Tarrant County?
I) Job Purpose
A) To provide administrative and clinical support for Behavioral Health Adult Provider Clinic Network. Assists the Director of Behavioral Health Adult Services (BHAS) and the Directorof Medical Outpatient Services of Behavioral Health Services in effectively and efficiently achieving the goals and objectives of the Division. Performs highly responsible administrative work in planning, coordinating and directing BH Adult Provider team activities at assigned unit. This position is responsible for coordination of Team Meetings and Quality Assurance functions, providing coverage during times. Must be able to interact and cooperate with other departments both internal and external to this provider network. Work involves developing team goals/objectives and evaluating outcome measures for the team and the individuals served. The Clinic Pratice Manager develops procedures in accordance with agency policies and standards. Responsibilities also include frequent monitoring of performance expectations and responsive support to BHAS clinical staff to complete their job duties. Assist the Director in developing budget for assigned clinic. Manages revenues and expenses of the team and allocates the fiscal resources. Exercises considerable independent initiative and judgment. Acts as a resource to upper management. Some travel is required. Has decision-making authority representing the unit and/or MHMR Tarrant when involved in program planning, policy development, intra-agency and/or interagency coordination of Medicaid service programs. Includes participation in regular meetings to develop strategies to increase system capacity.
II) Essential Functions
A) Has management oversight for assigned mental health clinics within the division. Conducts program analysis to identify system issues and recommendations for effective and efficient use of resources. Implements solutions and consults with the Sr Director of ABH and/or Director of ABH Clinics as needed.
B) Responsible for the day to day operational aspects of assigned clinics.
i. Performance Requirement(s):
a. Supervises all staff in assigned outpatient mental health clinics. Ensures that medical staff scheduling meets agency expectation, and troubleshoot any issues.
b. Ensures that staff is using time keeping system in compliance with operating procedures, and addresses any concerns with staff.
c. Monitors consumer services for quality and clinical appropriateness. Talk to and listen to consumer concerns, and problem solve with team in order to best address these concerns.
d. Assigns and actively manages caseloads. Clinic Practice Manager and/or team leader meets with QMHP-CS as least once a week for caseload consultation. Works with clinical specialists when extra training is needed.
e. Monitors clinical staff service delivery and meets with all staff as needed when expectations are not met. Manager follows the positive progressive discipline protocol.
f. Makes level of care recommendations and monitors authorizations per Texas Resiliency and Recovery (TRR) guidelines for consumers served by the team at the assigned clinic.
g. Monitors and maintains standards of care for the clinic based on the TRR guidelines and the performance contract guidelines.
h. Models behaviors that promote team-based services to clients.
i. Manages time use and priorities consistent with deadlines. This includes responding to agency reports needing feedback by requested date.
j. Establishes and maintains a team approach in serving clients and meeting programmatic needs and demands. Encourages and participates in exchange of information on client issues, crisis management and problem resolution among unit staff.
k. Conducts weekly recovery team meetings to provide information, support, training and/or consultation to unit staff, and identify solutions to any consumer concerns
l. Develops and modifies unit goals, policies and procedures to meet needs of unit.
m. Ensures that unit is operating in compliance with community standards, billing requirements, and agency and unit policies and procedures.
n. Assures unit is adequately staffed to handle all crises and urgent issues for assigned clients.
o. Stay up-to-date on community resources and agency programs, and promote team in utilizing all available resources for consumer needs.
p. Attend meetings as requested by Director of ABH Clinics or senior management
q. Ensure that staff are current with all agency trainings and credentialing
r. Monitoring that data is being entered correctly and in a timely manner per agency requirements and deadlines.
C) Works with the Director and Director of Medical Outpatient Services to develop annual budgets.
i) Performance Requirement(s):
(a) Develops systems that controls costs and maximizes third party revenues consistent with the approved budget.
(b) Responsible for developing and submitting action plans to the Director of BHAS when revenues or expenses do not meet the approved budget.
(c) Authorizes and monitors expenditures for discretionary funds in accordance to agency policies and procedures.
(d) Monthly monitors the billing of Medicaid, Medicare, General Revenue and other third party revenue and ensures that revenue is meeting budget projections. Troubleshoots strategies to increase billing if necessary.
(e) Serves as first line of authorization for unit purchases and controls costs to approved budget expenses.
(f) Notifies the Director of ABH clinics of Fiscal Services of events that may negatively affect either revenue or expense within one week of discovery.
(g) Participates in staff meetings, treatment team meetings to provide information, support, training,
D) Serves as primary liaison with inter and intra-agency programs.
i) Performance Requirement(s):
(a) Maintains and fosters positive cooperative relationships and communication between unit staff and inter/intra-agency programs.
(b) Develops and ensures that unit is accessible for referrals to unit services. Serves as liaison in resolving coordination/referral problems.
(c) Serves as liaison with agency administrative program (Le., Quality Services, Personnel, Fiscal Services) in developing policies and procedures to facilitate work¬flow to unit and within the unit.
(d) Seeks opportunities to participate in inter/intra-agency groups that enhance services to clients.
(e) Assists the Director of ABH Clinics Director of Medical Outpatient services in developing resources and resolving barriers to service provision.
(f) Advises the Director of ABH Clinics and/or appropriate agency Administrator within 24 hours of special client issues, significant barriers, and adverse events in the community likely to affect unit services in accordance with agency policies and procedures.
(g) Responds to request for information, client complaints, and/or staff complaints within 72 hours and in accordance with agency policies and procedures.
(h) Attends weekly Clinic Team meetings andscheduled meetings Director of ABH Clinics
(i) Attends agency meetings as requested.
(j) Will return consumer and staff phone calls within 1 business day, and inform Driector of BHAS of urgent issues.
(k) Reports client deaths and unusual incidents to the Director of ABH clinics and Risk Management consistent with agency policies and procedures.
E) Ensures that all applicable standards and life/safety codes are met at each facility.
i) Performance Requirement
(a) Coordinates with the QM department and Operations Managers to ensure that MHMRTC standards are met.
(b) Ensures that the unit has an emergency plan and staff are trained on their assigned responsibilities in the event of an emergency
(c) Works with local fire marshals to ensure facilities meet standards for fire safety.
(d) Ensures the MHMRTC documentation standard of 95% will be met by Provider staff.
F) Works as a member Adult Services management team.
(a) Attends all scheduled division staff meetings.
(b) Maintains positive, professional attitude in interactions with other team members 100% of the time.
(c) Provides input and engages in problem solving with other team members.
(d) Serves on BH Provider Services/agency workgroups as agreed upon by Director of ABH clinics.
G) Develops and submits special reports and/or assignments as requested by the Director of ABH Clinics. Assists the Director of ABH Clinics in identifying barriers to staff performance and clinical expertise when appropriate
.H) Maintains all required training
(a) Will complete all agency-required training within first 60 days of hire.
(b) Will complete all required BH Provider Services Division training.
(c) Updates training as specified under agency procedures or as directed by the Director of ABH Clinics.
(d) Will obtain prior authorization from the Director of ABH clinics for special training at least two (2) weeks in advance.
I) Complete additional duties as assigned.
J) Performance standards are performed as applicable with MHMR’s We CARE values “We Connect People in Our Community. We Provide Access to Services. We Link People to Resources. We Empower People.”
K) Perform other job duties or responsibilities as requested or assigned.
III) Knowledge of Laws, Regulations, Policies/Procedures, Skills, and Abilities
A) Community Standards, Mental Health Code, DSM IV, Medicaid Rules and Procedures, Third Party Payer Requirements, MHMR Tarrant P&P’s, MHMR Tarrant Dress Code
B) Demonstrate the ability to train clients with a Mental Health disability
C) Demonstrate the ability to make common sense judgments under limited supervision
D) Demonstrate the ability to work in a self-directed and productive manner
E) Demonstrate the ability to successfully complete required training
F) Demonstrate the ability to interact courteously with peers, supervisors, administrators, clients, and all others as a representative of MHMR Tarrant at all times.
G) Demonstrate the ability to perform job duties while working within their schedule
H) Demonstrate the ability to develop productive relationships with clients with a Mental Health disability and another diagnosed disability.
I) Demonstrate knowledge of clients’ needs and characteristics associated with the present disability population
J) Demonstrate skills in performing assessment of client needs and in synthesizing data gained in assessment into comprehensive treatment plans, which address needs in terms meaningful to the client.
K) Demonstrate knowledge of local community resources plus knowledge and ability to work within agency political contexts.
L) Demonstrate knowledge and ability to work within agency and intra-agency political contexts.
M) Demonstrate skills in making productive referrals, negotiating assertively from an advocacy based client-centered perspective with a variety of public service agency professionals.
N) Demonstrate ability to recognize barriers and issues between service systems and ability to utilize personal arbitration/conflict-resolution strategies in difficult service integration situations.
O) Demonstrate ability to work independently, organize work efficiently, and prioritize response to changing needs of individual clients.
P) Demonstrate the ability to cope with frustration while serving in goal-directed pursuits or resources
Q) Demonstrate the ability to work in a non-judgmental manner with clients whose belief systems may be based on values different from those of the QMHP-CS
R) Demonstrate the ability to initiate and maintain productive contact with a variety of service providers
S) Demonstrate the ability to articulate clearly and concisely both in verbal and written modes.
T) Demonstrate knowledge of human personality development, abnormal psychology, and substance use
U) Demonstrate the ability to work as a member of a multidisciplinary treatment team
V) Demonstrate the ability to accept direction and make constructive use of professional and clinical supervision.
W) Demonstrate the ability to develop knowledge of major classes of medications and related side effects.
X) Possess effective organizational, communication and time management skills, be self-directed, motivated, and able to work autonomously.
Y) Demonstrate the ability to acquire knowledge of Medicaid standards, Community Standards, and payer requirements for services.
Z) Demonstrate the ability to enter times worked into KRONOS daily and approve timecard in KRONOS at end of pay period.
IV) Internal & External Customer Service
A) This position requires extensive internal and external contacts. The employee will accomplish this with advanced written and verbal skills.
V) Travel
A) Valid Texas Driver's License.
B) This position requires occasional overnight statewide travel, up to 10% annually.
C) This position requires local travel of up to 50% in personal vehicle. This position requires occasional overnight state-wide travel, up to 5% annually.
VI) Equipment Used
A) Car (personal and/or agency)
B) Calculator
C) Telephone/Mobile Phone
D) Alarm system
E) Copy machine
F) Fax machine
G) Computer
H) WiFi Hotspot
I) Household appliances
J) Other general office equipment
K) Other equipment related to client training needs
L) Standard
i) Staff member is responsible to report lost, stolen, or broken equipment to his or her supervisor immediately
Minimum Requirements
VII) Minimum Qualifications
A) Minimum Education: Bachelor Degree
B) Defined Education: Social, behavioral health, and human services, Education, Social Sciences, Public Health or Business
C) Preferences:
D) Substitutions:
E) Years’ Experience: 2 years Behavioral Health Work Experience with 1 year of Related Supervisory Experience
F) Defined Experience: None
G) License/Certifications:
i) Valid Texas Driver’s License
ii) Proof of Liability Insurance Coverage
iii) Successful completion of required organizational training
iv) Qualified Mental Health Professional – Community Support (QMHP-CS) credentialing
H) Special Courses: None
I) Supervisory Experience: None
VIII) Agency Requirements
A) All staff are required to participate in agency Emergency Preparedness and Environmental Safety programs and may be assigned by their department as a key/essential staff level function during critical events or for the purpose of sustaining business continuity.
B) This position may require temporary or permanent re-assignment to any MHMR Tarrant facility as determined by program needs and/or the Division/Director.
C) Assigned work hours may change as the needs of the agency change.
D) The Functional Title of this position may change as the needs of the agency change.
E) All work will be completed within the scheduled work hours. All non-exempt (hourly) employees are expected to clock in and clock out for each work shift, no work should be done off the clock.
F) Prior approval from supervisor is required for all Paid Time Off (PTO) and Overtime.
G) MHMR reserves the right to change, add to or eliminate positions as it deems appropriate.
H) Employment is at will, as well as agency needs may change.
I) Agency dress code is to be followed at all times.
J) Physical on-site presence, including regular attendance and punctuality, is an essential function of this position. Any changes or adjustments to your assigned work schedule or shift hours must be approved by your supervisor in advance.
