Manager of Clinic Operations

Apicha Community Health Center provides comprehensive primary care, preventive health, mental health, and supportive services for underserved and vulnerable populations. The Manager of Clinic Operations oversees front office functions, patient flow, scheduling, staff guidance, administrative processes, and coordination with other departments to ensure efficient clinic operations and positive patient relations.

Responsibilities

Visible at and responsible for monitoring the front desk activities to ensure efficient patient flow and proper scheduling; including performing the actual duties wherever volume deems necessary with the health center

Ensure established policies and procedures and work instructions are followed

Ensures efficient patient flow, by assessing the availability of appropriate team members and notifies the Director of Clinic Operations as needed

Monitors front office staff-patient interactions to assure compliance and processes are followed, patient confidentiality is maintained, staff professionalism and positive customer relations

Manages questions, problems, and corrections in connection with patient accounts

Monitors and assures proper inputs/updates of patient demographics, required data, accurate billing and collection, and appointment scheduling in the practice management system

Responsible for the timely submission of daily cash deposits in accordance with established procedures

Meets with front desk staff weekly to evaluate workflow and provide guidance

Conducts and coordinates the departmental orientation and training of all new and existing front office staff on proper functions of the practice management system and other computer applications, understanding and enrollment process of special programs, standardized center processes, policies and procedures and work instructions

Maintains managed care reports with current providers’ enrollment status

Ensure all requests for medical records, school forms and other correspondence are appropriately documented and followed up while ensuring all state and federal regulations are appropriately followed

Responsible for monitoring the referral process to ensure referrals are addressed appropriately and in a timely manner

Monitors scanning workflow and assure timely and accurate completion

Provide oversight of the on-line patient recruitment activities to ensure timely access to services and appropriate follow-up as needed

Obtains prior authorization for services when applicable

Keeps Director of Clinic Operations promptly and fully informed of all issues or unusual matters of significance and takes prompt corrective action, where necessary, or suggests alternative courses of action to address issues and improve systems

In conjunction with the Director of Clinic Operations responsible for the timely completion and submission of employee evaluations in accordance with policies and procedures for front office staff

Participates in the organization’s quality improvement projects

Ensure that patients, family members and clients are treated with concern and empathy, respect their confidentiality and privacy, and communicating with them in a courteous and respectful manner

Addresses and responds to common inquiries or complaints from patients, co-workers, regulatory agencies, and members of the community

Maintains a favorable working relationship with other employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency

Displays a positive attitude within the department and across departmental lines in support of Apicha CHC programs and mission

Maintains a safe and clean work/patient care environment

Maintains inventory of all office supplies and forms

Performs other duties and/or special projects as assigned

Preferred

Fluency in Spanish or one of Asian languages preferred

eClinicalWorks preferred

Fluency in Spanish

Fluency in Asian languages

eClinicalWorks

Benefits

12 Paid Holidays

Vacation leave

Sick leave

Health Insurance Coverage

Flexible Spending Account

Life Insurance

Employee Assistant Program

Company

Federally qualified health center providing medical, dental, and support services

New York, New York, USA

https://www.apicha.org/en/home

Founded in 1989

51-200 employees

Qualifications

Associate degree with 3 years related experience required

Understanding of scheduling efficiency and patient flow in a medical practice

Ability to manage staff questions, problems, and resolve conflicts

Ability to take initiative and follow through on projects

Ability to prioritize and manage multiple tasks in a stressful environment

Ability to interface with licensed providers

Ability to work both independently and in a team

Professional attitude and demeanor required

Working knowledge of Word, Excel, Outlook, Adobe, and PowerPoint

Experience with EMR required

Able to work flexible hours including evenings and weekends

Ability to travel using public transportation

Fluency in Spanish or one of Asian languages preferred

EClinicalWorks preferred

Associate degree with 3 years related experience required.

Required skills

Medical Practice Scheduling and Patient Flow, Electronic Medical Records (EMR), eClinicalWorks, Microsoft Word, Microsoft Excel, Microsoft Outlook, Adobe, Microsoft PowerPoint, Staff Management

Preferred skills

Fluency in Spanish or one of Asian languages preferred, eClinicalWorks preferred

Experience

3+ years