Rural Health Clinic Office Mgr

Description

The Clinic Manager provides administrative direction to the physician practices that are owned by Reeves County Hospital District. This person is responsible for the overall performance, planning, and day-to-day operations of each assigned physician practice. He/she manages the physician practice staff, to include Nurses, Secretary/Receptionist, etc., but excluding Physician Assistants and Physicians. The Clinic Manager is responsible and accountable for patient flow processes, financial performance, staffing, space utilization, and coordination of resources within and across practice sites.

Requirements

 JOB QUALIFICATIONS:

• EDUCATION and/or EXPERIENCE: Bachelor’s degree (B.A.) from four-year college or university; or one to two years’ related experience and/or training; or equivalent combination of education and experience.
• LANGUAGE SKILLS: Ability to apply advanced mathematical concepts such as exponents, logarithms, quadratic equations, and permutations. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, analysis of variance, correlation techniques, sampling theory, and fact analysis.
• REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• ADDITIONAL INFORMATION: The Clinic Manager must have the ability to lead teams, delegate, and communicate effectively. This person must be able to interpret, communicate and utilize data to motivate providers and staff to continuously improve operations. (S) he must work effectively with physicians and other health care providers. (S)he must have a proficiency in MS Office applications, such as Word, Outlook, and any other PC-based software that may be required. The Clinic Manager must be able to manage and oversee a varying degree of multiple projects and assignments simultaneously.

ESSENTIAL DUTIES AND RESPONSIBILITIES

A. Practice Operations and Management  

1. Coordinate practice operation and management with the Practice Manager and Medical Director.   

2. Participate in setting practice-specific goals and objectives.  

3. Communicate practice operations, performance issues and patient/family concerns to the Practice Manager and Medical Director, as well as to the individual involved, including without limitation timely communication of patient and/or staff complaints concerning physician/provider behavior. Resolve, or coordinate resolution of, issues as appropriate.  

4. Support and actively participate in the compliance, quality improvement, risk management and safety programs and initiatives of RCHD, recognizing individual responsibility and the responsibility of the organization to be in compliance with all applicable federal, state and local laws and regulations.    

5. Work closely with the Infection Control Officer to facilitate compliance with all applicable infection control standards.  

6. Coordinate patient/family education.  

7. Schedule staff in accordance with proper coverage for patient care.  

Review patient access to services to determine appropriate appointment scheduling and/or physician/provider scheduling.  

8. Provide for regularly scheduled staff meetings and support open line of communication within the practice and throughout the organization. 

9. Participate in practice management professional organizations and educational programs to keep current with professional issues and knowledge. 

B. Personnel Management

1. Supervise clerical and non-physician clinical practice employees.  

2. Maintain current job descriptions and provide copies to Director of Human Resources.  

3. Collaborate with the Director of Human Resources on issues of recruitment, interviewing, hiring, counseling, discipline and termination. 

4. Provide for practice-specific orientation and work with appropriate departments to provide new employees with orientation to organization-wide policies and procedures. Coordinate orientation documentation and record keeping with Director of Human Resources. 

5. Provide for education of staff regarding new or updated policies and procedures, including without limitation scheduling attendance for all staff at annual Mandatory In-service Day.  

6. Encourage continuing education as appropriate to the individual’s responsibilities.

7. Monitor individual competencies and job performance for clerical and non-physician clinical staff, providing timely counseling and taking timely corrective counseling as indicated. Prepare annual performance evaluations for clerical and non-physician clinical practice staff. 

8. Monitor currency of all required licenses and certifications for non-physician clinical staff and provide current copies of same to the Human Resources Department.

9. Work to resolve workplace conflicts.  

10. Respond to physician issues regarding staff.   

11. Coordinate development of practice-specific policies and procedures for review and approval by the appropriate committee.  

C. Financial Management In coordination with Chief Financial Officer

1. Monitor budget on a monthly basis, analyzing all items charged to the practice for accountability and accuracy   

2. Take responsibility for accuracy and timeliness of timecards and payroll authorization  

3. all supplies and equipment, working with the Purchasing Manager to evaluate Order pricing  

D. In coordination with Hospital Business Manager

1. establish policies and procedures in compliance with all applicable federal and state laws and regulations  

2. train staff to implement policies and procedures relative to coding, claims processing, collections for all relevant insurance carriers, and in compliance with federal and state fraud and abuse laws and regulations 

3. work to develop/purchase systems and forms to capture services and payments 

4. disseminate appropriate information from third party payers regarding operational requirements, including pre-certification, pre-authorization and referral processes   

5. audit medical record documentation and related fees billed for accuracy  

E. Facilities Management

1. Work with the Practice Manager and Medical Director to determine office space needs for all clinic functions.    

2. Work with the Maintenance Department to properly maintain clinic  

facilities in compliance with all applicable regulations