Overview:

FIRSTHEALTH OF THE CAROLINAS Position Description

Title: Clinic Manager

Department: Primary Care Clinics

Facility:   Clinic Settings

Classification: Exempt



Relationships:

Immediate supervisor: Regional Director

Positions Supervised: Clinic Staff

Directs and Delegates: Daily operations and activities

Qualifications:

The following, or equivalents, are the minimum requirements necessary to perform the essential functions of the position.

Education/formal training/licensure/certifications/experience:

Prefer BS Degree in Business, Accounting, Finance, Healthcare Administration, Applied Science or equivalent. Minimum of three years’ experience in physician practice including supervisory responsibilities.

Additional Skills:

Financial/analytical skills. Excellent verbal and written skills. Excellent customer service skills. Extensive knowledge of insurance rules, including but not limited to reimbursement, third party payers, pre-certification, ICD-10 and CPT coding. Ability to lead others. Maintain strict confidentiality of medical, financial, and staff related information. Able to perform several tasks at once in an organized manner. Extensive knowledge of various medical software systems.

Strong organizational and people skills. Strong sense of Customer Service

Working Conditions:

Office environment. Minimal potential for exposure to communicable diseases Frequent interruptions, multiple deadlines from multiple sources. Fast paced

Physical Requirements:

Ability to access all areas of the facility; ability to sit for long periods of time; visual and hearing acuity. Ability to travel to facilities other than main campus.

Age Groups Served (Clinic Specific):

X    Infant / Neonate

X School-age

X Middle Adult

X Toddler

X Adolescent

X Older Adult

X Preschool

X Young Adult



Position Specific Competencies: Clinic Manager Primary Care Clinics

In addition to the following essential position competencies, other competencies may be required to meet changing organization needs.

1.       Uses an appropriate problem-solving approach to plan services.

Manages operating and capital budget expenditures and effectively corrects discrepancies in a timely

Ensures accreditation standards, licensing and regulatory requirements for NHSC, CLIA, OSHA, Radiation Protection, HIPAA, OIG, and others as required by Federal or State statues and as applicable to that specific clinic

Develops, recommends, and implements policies and procedures for the clinic in conjunction with all FHPG with supervision, assistance, and monitoring from clinic

Hires, trains, counsels, coaches, and supervises staff with assistance from FH Human Resource department and FHC associated guidelines and policies.

Resolves patient complaints/concerns and reports appropriately to clinic administrators and FH MRH Risk Management; identifies those areas where processes could be changed to assist in preventing on-going complaints of this nature; corrects and monitors.

Implements, monitors, and improves effective reimbursement procedures, including CPT and ICD-10 coding, in compliance with established third party billing regulations, federal, state, commercial.

Supports all administrative efforts regarding FHPG Compliance Plan, its implementation and ongoing maintenance. Maintenance is defined as staff education, audits, and pre and post testing were applicable.

Manages assigned work queues and in-baskets in Epic. Monitors errors and applies corrections through education of staff, where needed.

Collaborates with Central Billing Office regarding accounts, outstanding balances, financial planning, and

Monitors all operational processes throughout the clinic, identifying negative trends, patterns, and patient quality care issues; implements appropriate correction, documentation, and follow-up Utilizes PDCA when appropriate.

Monitors and coordinates the correct, accurate collection of co-pays and any over the counter payments, end of day balancing, and deposit functions, meeting compliance

Facilitates clinic growth through efficiencies and easy effective access while reducing wait times and no show

2.       Provides services with consideration of the recipient’s needs.

Maintains facility to provide a safe, comfortable, and effective environment of

Works with physicians and APP’s to ensure appropriate resources and systems for patient care are available, considering patients’ psychosocial, spiritual, cultural, and developmental

Works with FH to provide resources and materials supportive of the cultural diversity of the patients in rural

Assists administration in monitoring patient satisfaction; identifies and implements programs and policies to enhance patient

Coordinates and monitors patient appointment schedules, no shows, satisfaction surveys, and all tasks germane to patient flow and process, promoting access to medical area wherever possible.

Promotes quality staff interaction on all levels as it impacts patients, providers, and internal and external

Demonstrates sensitivity and consideration to staff needs as relative to psychosocial, spiritual, cultural, and educational development

3.       Uses equipment/supplies correctly.

Assures that equipment is maintained in good

Maintains adequate inventory of supplies and forms. Coordinates all ordering of office and clinical supplies as necessary to keep minimum stock level with attention of effective cost

Monitors compliance to safety regulations and maintains appropriate logs and checklists for lab, x-ray, and clinical

Supports all computer and systems management programs utilized to effectively operate a medical clinic utilizing FH IT support as needed.

Utilizes Bio Med support where appropriate to support equipment safety.

Applies OSHA principles and guidelines where needed in the work environment and maximizes application of FH Infection control resources to their individual clinic

4.       Uses appropriate safety and infection control measures.

Monitors safety and infection control measures within the clinic and establishes systems to comply with

Assures patient safety by following applicable patient safety goals established by the FirstHealth as applicable to specific clinic

Encourages staff and providers to participate in CBL and Net Learning for JC patient safety goals as applicable to specific clinic

Monitors patient safety occurrences, documenting correctly, notifying appropriate departments and implementing

Maintains current infection control and safety reference materials and manuals on site or available on Internet.

Coordinates annual safety and OSHA inspections utilizing FHC departmental

Applies OSHA principles and guidelines where needed in the work environment and maximizes application of FH Infection control resources to their individual clinic

Teaches/directs/advises/informs others in an appropriate manner.Communicates accurate and timely information to physicians, APPs, staff, patients, administration, and other departments.

Plans and facilitates provider meetings and staff meetings.

Enhances effective communication, verbal and written.

Maintains physician, APP, and staff call and work schedules in a timely manner and in appropriate locations that encourage communication.

Follows FHC policy and philosophy to promote ongoing education and/or skill set training applicable to a clinic setting for all staff and healthcare professionals.

Coordinates staff training and continuing education reports and performs performance evaluations of immediate staff in a timely manner and in conjunction with FHC HR protocols.

Ensures correct staff patterns that support crisis training and promote quality clinic operation even with short staffed.

6.       Reports/records information appropriately.

Prepares and submits daily, weekly, and monthly statistical and accounting information as required.

Provides special project monitoring and reports as

Maintains minutes of all meetings; sends to administration or makes available upon

Monitors employee payroll records through ADP and makes necessary edits, maintaining edit logs and communicating areas of difficulty regarding over time to

Maintains compliant with HR payroll

Successfully implements Electronic Medical Records with assistance from IS and administration in a manner supportive of quality patient care, provider, and staff satisfaction and HIMS/HIPAA

Successfully applies Epic updates in a timely fashion while working toward enhanced production and greater patient convenience through pharmacy access, medication reconciliation, and continuity of care, communicating variances, to providers.

Performs daily charge



Revised 7/3/98, 7/1/99, 2/1/03, 1/26/05, 2/05/07, 10/10/07, 02/20/09, 02/11, 3/17 5/4/18, 2/19, 05/21

Reviewed: 2/16, 09/2021, 11/2022