Office Manager

Cahaba Medical Care Foundation•Winchester, VA

About The Position

Cahaba Medical Care Foundation (CMCF) is a community health center organization providing medical, pharmacy, dental, and behavioral health services to underserved communities in Jefferson, Bibb, Perry, Chilton, and Wilcox Counties. It is a Level 3 Patient-Centered Medical Home and Joint Commission-accredited organization committed to integrating and coordinating behavioral health and primary care. The Office Manager supervises the daily operations of patient services at a single office, maintains cooperative relationships with CMCF staff, and manages the office’s daily functions. The role combines administrative and personnel oversight with clinical-team workflow management and direct patient-care responsibilities. The Office Manager communicates with the Director of Primary Care Services and other colleagues to address clinic operations, patient satisfaction, staffing, and quality of care.

Requirements

Bachelor’s degree from a four-year college or university, or at least two years of healthcare administration experience managing employees and human resources issues.
Experience in a medical clinic and/or Federally Qualified Health Center (FQHC).
Ability to communicate well and professionally with staff, vendors, community partners, and patients.
For offices performing sterilization or high-level disinfection, complete applicable training within 60 days of hire, or before the new office opens if that occurs more than 60 days after hire.

Responsibilities

Attend the clinic promptly and regularly.
Communicate daily with the Director regarding clinic operations, issues, human resources, and patient satisfaction initiatives.
Coordinate administrative operations of the medical clinic, including managing clinical and front office staff.
Manage patient concerns and complaints, resolve satisfaction issues when possible, and collaborate with the Patient Re-engagement Advocate on concerns and complaint trends.
Assist with gathering and analyzing data to improve clinic operations and clinical quality.
Manage the latter portion of training for new medical assistants and receptionists.
Conduct employee reviews for direct reports at least annually.
Identify and report facility maintenance issues.
Assist with daily clinic schedules.
Ensure equipment, supplies, and medications are properly stocked, stored, and logged, and coordinate clinic and office supply needs with the Inventory Clerk.
Communicate advertising suggestions to the Community Development Coordinator.
Monitor and approve office staff time, attendance, and paid time off.
Manage the clinical team’s daily workflow to meet disease-management and prevention priorities, using the EMR quality management tab and delegating tasks as appropriate.
Communicate normal and abnormal lab results to patients and provide patient education and treatment plans as directed by the provider.
Triage patient phone calls for providers, assist with medication refills and other patient requests, and direct assessment of urgent patients presenting in person or by phone.
Assist providers with direct patient care, including medication reconciliation and counseling, chronic disease counseling, preventive health maintenance, and coordination with referral physicians.
Provide protocol-based nursing care as directed by providers, including IV infusions, medication injections, wound care, dressing changes, procedure assistance, and patient education on diabetes and other chronic diseases.
Monitor the EMR “Needs followup” bucket and follow up with patients, referral centers, or physicians as needed, including missed appointments, results, consult notes, imaging, and referrals.
Monitor nursing-level clinical quality measures, identify improvement opportunities, and help implement strategies.
Participate in regular supervision of nursing and medical assistant staff; lead team meetings and report to the Medical Director on improvements to patient flow, satisfaction, and care quality.
Coordinate periodic clinical training and in-services for medical assistants.
Manage reporting of results to the State and other agencies as required by law or directive.
Oversee tracking and management of positive or abnormal results, including mammograms, Pap tests, and STI results, in cooperation with the CRNP; manage processes for patient lab letters and letters to patients who missed appointments.
Manage and coordinate insurance annual physical appointments, including Healthspring 360s and Blue Advantage P2Q forms.
Oversee chronic disease registries to ensure patients receive high-quality chronic disease management through in-house provider visits.
Assist the Director with investigations of assigned clinical incident reports, including root cause analysis when needed, development of action plans, and monitoring implementation and maintenance of nursing-level corrective actions.
Perform sterilization and teach and assess staff competencies in sterilization procedures.
Perform autoclave maintenance and teach and assess staff competencies in daily, weekly, monthly, and quarterly maintenance.
Perform high-level disinfection and teach and assess staff competencies in high-level disinfection procedures.