Clinic Manager II

APLA Health•Los Angeles, CA

17d•$33 - $42•Onsite

About The Position

Under the direction of the Clinic Director II, the Clinic Manager II is responsible for the coordination and supervision of non-clinical operations (in areas of Medical, Dental, Substance Use Disorder (SUD), and Behavioral Health) ensuring services are delivered efficiently, safely, and in compliance with standards while fostering a positive high performing team culture.

Requirements

Completion of a bachelor’s degree in health administration or related field of academic discipline required.
A minimum of three years of experience in managing a clinical practice (including dental and/or mental health practice) required.
Applied knowledge of ADA procedures and codes.
At least three years’ experience supervising and developing personnel.
Experience working with physicians and providers in the primary healthcare system, dentists, mental health providers, and with community-based organizations and clinics.
Experience coordinating care between health care organizations, including acute, outpatient, and clinic settings.
Experience working with multiple benefits coverage programs, including private insurance and government programs.
Experience working in a Federally Qualified Health Center preferred.
Bilingual English/Spanish preferred.
Knowledge of advanced computer skills including the Microsoft Office suite.
Knowledge of clinic/health care operations management.
Knowledge of HIV disease, and other health disparities and comorbidities.
Knowledge of Los Angeles County HIV and primary care service delivery system (including Ryan White).
Knowledge of HIPAA and OSHA guidelines.
Knowledge of quality management and performance improvement.
Knowledge of de-escalation techniques for challenging patients.
Knowledge of eClinicalWorks or similar electronic health record system.
Knowledge of managed care eligibility and authorization process.
Knowledge of public health outcome management methodologies.
Knowledge of medical terminology.
Knowledge of healthcare billing processes and insurance plans (Medicaid, Medicare, and private/commercial plans; including dental and/or mental health preferred).
Ability to participate as an effective member of a large service-providing agency.
Ability to demonstrate non-judgmental and compassionate care towards the LGBTQ+ population, underprivileged and underserved communities, and populations living with/at high risk of contracting HIV.
Ability to maintain strict confidentiality of clients.
Ability to operate standard office equipment.
Ability to demonstrate excellent written and verbal communication skills.
Ability to perform word processing and data entry tasks.
Ability to meet assigned deadlines.
Ability to complete assigned tasks with minimal supervision.
Ability to communicate effectively with clients, patients, staff, peers, and superiors.
Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes.
COVID-19 Vaccination and booster or Medical/ Religious Exemption required.

Nice To Haves

Experience working in a Federally Qualified Health Center preferred.
Bilingual English/Spanish preferred.
Knowledge of healthcare billing processes and insurance plans including dental and/or mental health preferred.

Responsibilities

Plan, organize, implement, and monitor non-clinical front office Medical, Dental, Substance Use Disorder (SUD), and Behavioral Health operations, including but not limited to, customer service, appointment scheduling, communication with patients/clients and external agencies, supervision of non-clinical staff, coordination of patient registration and intake processes, and ordering/inventory management of general office supplies.
Coordinate care for patients/clients accessing multiple services.
Provide direct supervision of medical front office administrators, manage staff by assigning and delegating tasks, and serve as the initial point of contact for patient complaints.
Develop and/or enhance clinic flow procedures to improve staff productivity.
Monitor clinic level performance metrics, including third next available appointment and same day/next day appointments.
Work in conjunction with Clinic Director II to ensure PCMH recognition standards are maintained.
Oversee staffing, including attendance, tardiness, and time off requests, and ensure accurate timekeeping in the PayCom system.
Perform weekly medical chart audits to ensure accurate data entry, scanning, and check-in processes.
Perform regular check-ins and performance evaluations with direct reports.
Exhibit cultural competency with underrepresented and underserved communities, and populations living with/at high risk of contracting HIV.
Coordinate and maintain an accurate account of all monies received and spent by the clinics in conjunction with the Finance department, including batch reconciliation, resolving billing inquiries, and processing check requests.
Act as “Petty Cash Custodian”.
In conjunction with Human Resources and the Clinic Director II, hire, train, recognize, monitor, coach, and discipline qualified non-clinical front office staff.
Train staff in system workflows and best practices.
Responsible for opening and closing the health centers.
Work in conjunction with the Quality Department staff to coordinate patient satisfaction surveys and implement improvement plans.
Promote patient engagement and satisfaction initiatives.
Work with the referral coordinator and/or referring agencies to coordinate patient appointments.
Coordinate auxiliary services to assist patients with barriers to access to healthcare.
Work with the quality department to coordinate ED/ER patient follow up appointments.
Work in conjunction with the enrollment and eligibility manager to conduct quality assurance audits and identify action plans to address billing errors.
Collaborate with the Contact Center team to ensure all clinic-related calls are handled promptly and professionally.
Review encounter reports quarterly to ensure demographics are captured according to state and federal reporting requirements.
Review Luma reports on a daily basis to ensure accurate capture of patient information/documents.
Review eCW schedules at the end of each day to ensure all appointments are reconciled.
Submit and follow-up on maintenance requests with the Facilities department.
Enforce safety standards and regulations (e.g., OSHA, fire safety, ADA) and work closely with security personnel, safety team, and Facilities department.
Ensure privacy protocols and regulations (e.g., HIPAA) are followed.
Apply knowledge and awareness of community needs to process improvement decisions.
Assist with emergency management and preparedness plans and tasks.
Assist with grant-funded and managed care organization facility and medical record audits.
Promote a welcoming and nurturing environment for patients/clients as well as staff.
Assist patients with understanding the limitations of certain services and assist them in finding a solution to their concerns.
Present a professional, front office appearance to visitors, granting agencies, other FQHCs, AIDS services organizations, and community-based organizations.
Other duties may be assigned to meet business needs.
On occasion, based on business necessity, staff may be required to work a non-standard schedule.