Clinic Operations Manager

Housing Works • New York, NY

13d • $60,000 - $65,000

About The Position

The Clinic Operations Manager (COM) helps oversee the day-to-day operations of the health center. The role implements procedures to optimize patient care, supports staff training, facilitates billing processes to reduce denials and self-pay accounts, ensures effective scheduling and front-end documentation workflows, and promotes high-quality customer service in person and by phone. The COM proactively addresses issues that may interfere with smooth clinic operations and provides administrative support to the Clinic Director.

Requirements

• Associate degree or higher.
• Proficiency with Microsoft Office Suite, electronic health records (EHRs), and data management systems.
• Strong organizational, analytical, and problem-solving skills, with exceptional attention to detail.
• Excellent written and verbal communication and interpersonal skills.
• Ability to manage multiple priorities while maintaining confidentiality, professionalism, and accuracy.
• Strong organizational and time-management skills.
• Knowledge of healthcare operations, scheduling systems, and insurance verification.
• Ability to enter data in programs and databases such as ECW, AIRS, e-Share, and EiCare.
• Knowledge of eClinicalWorks EMR and data collection.
• Skill in health insurance navigation and documentation.
• Ability to use Microsoft Office applications, including Word, Outlook calendaring, and Excel.

Nice To Haves

• Experience working in a community-based setting, particularly with patients who are LGBTQIA+ and/or have experienced homelessness, substance use, or mental health challenges.

Responsibilities

• Ensure and facilitate coverage for professional and accurate patient appointment scheduling across onsite operations.
• Assist the Clinic Director with oversight of front desk staff and the Intake Specialist.
• Work with the Patient Care Coordinator to monitor and ensure compliance with patient follow-up NCC and CM appointment policies and procedures.
• Cover and support the Patient Care Coordinator as needed.
• Manage inventory of office supplies and client concessions.
• Ensure timely mail pickup, delivery, and distribution.
• Oversee patient scanning volume and ensure documents in electronic medical record systems are regularly maintained and labeled.
• Maintain a clean, presentable, and functioning office space.
• Contribute to the daily huddle in appropriate areas.
• Provide administrative support to the Clinic Director and collaborate on administrative tasks as needed.
• Understand customer needs, provide service and problem resolution, and escalate issues to the Clinic Director as needed.
• Set a calm and organized tone for the front desk and waiting room.
• Assist with coordinating clinic coverage as needed.
• Help train front desk and other staff in customer service and de-escalation and ensure they represent agency values.
• Help facilitate the distribution, documentation, and reconciliation of MetroCards.
• Ensure patient copayments are collected.
• Participate in staff, leadership, and other collaborative meetings.
• Cover the front desk when needed, including scheduling appointments, verifying insurance, and answering phones.
• Ensure the front desk facilitates follow-up appointments for every patient when required by the provider.
• Perform additional duties and support office staff when needed.
• Read and adhere to organizational policies and procedures and Employee Handbook guidelines.
• Maintain inventory, reconciliation, and ordering of UND cards remanded and ensure proper documentation.
• Audit patient information in the electronic medical record for accuracy, including medical record number, insurance, and PCP.
• Collaborate with Community Partnerships and other internal departments to maximize patient visits and relationships.
• Participate in quarterly advocacy.
• Adhere to and participate in the mandatory HIPAA/Privacy Program and Employee Compliance Program.
• Escalate clinical or operational questions and issues to the Clinic Director and/or Director of Healthcare Operations as necessary.
• Adhere to Housing Works Core Values: All-In, Stronger Together, Membership, and High Performance.

Benefits

• Three comprehensive healthcare plans to choose from, with Housing Works covering most of the plan cost and employees paying a portion based on salary.
• PTO accrual begins immediately, with up to 30 days earned in the first year.
• Educational benefit available for tuition loan reimbursement, tuition costs, and textbooks.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree