Clinic Administrator

Wesley Health Centers; Los Angeles (CA); On-site; USD 120,000 - 150,000; Full time

Job summary

Wesley Health Centers in Los Angeles, East Hollywood, seeks a Clinic Administrator to plan, coordinate, direct and monitor operational and financial aspects of the clinic and urgent care. You will lead teams, manage patient flow, and ensure high-quality, cost-effective care while safeguarding PHI and maintaining compliance.

The role requires collaboration with lead providers and department supervisors to support services across primary care, urgent care, behavioral health, HIV programs, and

Responsibilities

• Provide direction for daily workflows, patient intake, discharge, and flow optimization.
• Oversee clinic and urgent care operations with Clinical Supervisors.
• Communicate objectives and priorities to the team.
• Assist staff in meeting departmental goals and procedures.
• Foster teamwork to deliver high-quality, cost-effective care.
• Prepare capital equipment list; monitor activities; explain budget variances.
• Coordinate provider schedules and patient appointments.
• Monitor patient flow; EMR appointment system accuracy.
• Collaborate with Director of Clinic Operations to improve provider efficiency.
• Monitor space utilization and capacity with Medi-Cal enrollment projections.
• Increase visibility through community engagement.
• Participate in organizational and ad hoc committees.
• Communicate operational issues and improvement opportunities to leadership.
• Monitor patient satisfaction via surveys and feedback.
• Oversee patient grievances and ensure timely resolutions.
• Ensure customer service standards are met.
• Ensure PHI confidentiality and HIPAA compliance.
• Provide front office coverage as needed to support operations.
• Ensure encounters are completed and billed timely.
• Perform weekly cash deposits and maintain records.
• Conduct staff evaluations and maintain checklists.
• Review and approve timesheets by deadlines.
• Submit reimbursement forms to supervisor for review.
• Monitor and order supplies to prevent shortages within budget.
• Organize monthly staff meetings and daily care-team huddles.
• Develop corrective actions in response to audits.
• Coordinate with Medical Records for timely access to records.
• Maintain a professional, respectful, collaborative work environment.
• Adhere to safety, regulatory requirements for a safe environment.
• Participate in safety and compliance training.
• Use equipment and supplies safely per standards.
• Maintain infection control and emergency preparedness awareness.

Job description

About JWCH

JWCH Wesley Health Centers is a nonprofit, Federally Qualified Health Center committed to improving the health and well-being of underserved populations in the Los Angeles area. Our mission is to provide and coordinate comprehensive healthcare, health education, services, and research to enhance the lives of our community members.

Position Purpose

The Clinic Administrator is responsible for planning, coordinating, directing and monitoring all operational and financial aspects of Wesley Health Centers Clinic and Urgent Care. The Clinic Administrator will provide effective leadership to workforce members and oversee the delivery of quality, cost-effective patient care. This position works closely with lead providers, department supervisors such as Behavioral Health, HIV programs, community partners to direct and support personnel in fulfilling their responsibilities.

Program Population

This position is based in East Hollywood and is responsible for overseeing multiple locations along Vermont Avenue, as well as the Urgent Care location. These locations serve underserved populations, including individuals experiencing homelessness. The position plays a critical role in ensuring that health center resources are effectively utilized to connect patients to essential services, including primary care, urgent care, behavioral health, HIV care, and HIV prevention services.

Principal Responsibilities

• Provide overall direction and guidance for daily workflows, patient intake and discharge processes, and patient flow optimization to minimize wait times.
• Oversee clinic and urgent care operations in collaboration with Clinical Supervisors.
• Communicate organizational objectives, priorities, and vision to team members.
• Assist staff in implementing departmental goals, policies, procedures, and reporting tools.
• Foster a team-oriented approach to delivering high-quality, cost-effective care, with an emphasis on patient satisfaction.
• Prepare an annual capital equipment list, monitor departmental activities, explain budget variances, and implement strategies to improve operational efficiency and control costs.
• Coordinate provider schedules and patient appointments.
• Monitor patient flow and ensure the electronic medical record (EMR) appointment system accurately reflects provider availability.
• Collaborate with the Director of Clinic Operations to improve provider efficiency and resolve clinic-related issues as needed.
• Monitor facility space utilization and capacity in relation to projected Medi-Cal managed care enrollment, patient visits, and service utilization. Recommend and manage facility expansion and improvement projects as needed.
• Increase health center visibility through community engagement and participation in service-oriented and professional organizations.
• Participate in organizational and ad hoc committees as needed.
• Communicate operational issues, opportunities for improvement, and concerns to appropriate leadership as needed.
• Monitor patient satisfaction through patient surveys and other appropriate feedback mechanisms.
• Monitor the submission of patient grievances and collaborate with internal departments to ensure timely responses and resolution.
• Ensure that customer service standards are consistently met.
• Ensure the confidentiality and security of protected health information (PHI) in accordance with applicable HIPAA regulations and organizational policies.
• Provide front office coverage as needed, including during meal breaks, staff absences, and vacations, to support continuity of clinic operations and patient flow.
• Ensure patient encounters are completed, documented, and submitted to the billing department in a timely manner.
• Perform weekly cash deposits and maintain accurate deposit records.
• Conduct staff performance evaluations and complete required checklists and documentation.
• Review and approve timesheets by established deadlines.
• Complete reimbursement forms and submit them to the direct supervisor for review and approval.
• Monitor and order office and medical supplies as needed to prevent shortages while maintaining adherence to budgetary requirements.
• Organize and facilitate monthly staff meetings and encourage daily huddles with care teams.
• Develop and implement corrective action plans in response to internal and external audit findings.
• Coordinate with the Medical Records department to ensure patient records are available in a timely manner.
• Establish and maintain a professional, respectful, and collaborative work environment.
• Adhere to all organizational safety policies, procedures and regulatory requirements to ensure a safe environment for patients, staff and visitors.
• Participate in required safety and compliance training and apply learned practices in daily work activities.
• Use equipment, tools, and supplies safely and responsibly in accordance with organizational and regulatory standards.
• Maintain awareness of infection control, occupational health, and emergency preparedness proce