Health Center Manager

Community Health Centers of the Central Coast; Santa Maria (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

Community Health Centers of the Central Coast seeks an experienced operations leader to manage day-to-day health center functions. You will guide patient flow, staffing, billing processes, and policy adherence while driving quality care and efficiency.

Strong supervision and Lean practice implementation are essential. The role requires a Bachelor’s degree in a related field and at least five years of management experience in community health settings, with proficiency in practice management and

Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, Public Health or related field.
• Minimum five (5) years of management experience in community health centers, public health or medical practice.

Responsibilities

• Actively participates in assigned Patient Care Team duties and activities.
• Evaluates and organizes health center operations to ensure the site is efficient and effective in patient flow and is financially viable.
• Responsible for hiring, training, and coaching staff, including in functions unique to the health center.
• Training includes, but is not limited to the practice management system, customer service expectations, payer sources, programs, and quality initiatives on a regular basis.
• Ensures health center team are following policies and procedures including Standard Work.
• Monitors health center operations and is responsible for following and enforcing clinic policies.
• Responsible for ensuring the management of patient schedules to maximize access and minimize errors and delays.
• Ensures patients receive quality and safe care by ensuring access and continuity.
• Monitors all functions of the patient check in/out process, including collections and deposits.
• Ensures these activities are completed daily.
• Ensures coordination of staff work schedules, and ensures adequate coverage of support staff functions when staff calls in sick, on vacation, etc.
• Directly supervises all support staff, including Receptionists and Medical Assistants. Reviews and approves timesheets per CHCCC policies and procedures.
• Evaluates all health center staff in patient centered health care and patient care team delivery model. Ensures health center and team are meeting JCAHO, HRSA, PCMH, HEDIS, UDS, CenCal, CHDP, and Lean guidelines and requirements.
• Monitors the patient flow in the front office or back office, and troubleshoots any problems and resolves any patient issues at the health center.
• Must be customer service focused and ensure staff is providing excellent patient experience, customer service, and ensure quality outcomes by not turning patients away.
• Must be available to cover the front desk and assist patients with billing statements, if necessary.
• Must be a Super User in the EPM and EHR, and proficient in Microsoft Office programs.
• Must champion and be able to implement basic Lean Practices (e.g. AIDET).
• Reviews intakes and fee tickets for special program utilization ... and MSO, and other required UDS guidelines.
• Ensures all billing reports are accurate and timely.
• Conducts and completes Performance Evaluations in a timely manner.
• Ensures competencies of all support staff by using skills competency forms developed for each position, if applicable.
• Assists, monitors, and conducts audits ... to ensure compliance with CHCCC policies, local, state, and or federal guidelines.
• Ensures the integrity and standardization of medical records, that they are retained, protected, retrieved, transferred, and disposed of according to CHCCC policies, local, state, and or federal guidelines.
• Works closely with Regional Operations Manager to ensure that clinic functions are in compliance with CHCCC expectations.
• Works closely with and may supervise the Clinical Services Supervisor, if applicable.
• Conducts monthly staff meeting to ensure all staff and providers are aware of any policy changes and communicates any changes in the organization.
• Responsible for scheduling emergency drills (e.g. fire, earthquake, active shooter, etc.)
• Adheres to the policies and procedures of CHCCC’s Emergency Plan.
• Maintains an efficient system for ordering forms, office, and medical supplies.
• Ability to work with high volume of patients, and internal/externals customers, and deal with frequent changes, delay or unexpected events.
• Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.
• Demonstrates the knowledge and skills necessary to provide care appropriate to the age of the patients served (infants, pediatrics, adolescents, adults or geriatrics).
• Demonstrates knowledge of domestic violence, child and dependent abuse protocols.
• Demonstrates culturally sensitivity and competence with patients.
• Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).

Education

Bachelor’s Degree in Business Administration, Healthcare Administration, Public Health or related field

Tools

Microsoft Office

Job description

A great place to work.

Reports To: Regional Operations Manager/Chief Operations Officer

FLSA Status: Exempt

Wage Range that the Company Expects to Pay:

SUMMARY

Under the general supervision of the Regional Operations Manager or Chief Operations Officer, this position is responsible for managing the day to day operations at a health center.

It is the primary purpose of CHCCC to provide the highest quality of total care possible to the patient population it serves. Such a level of quality depends ultimately on the staff's desire and ability to work together, individually, and as a team. The employee is expected to be professional, punctual, maintain regular attendance, cooperative, motivated, and organized at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Additional duties may be assigned with or without prior notice.

• Actively participates in assigned Patient Care Team duties and activities.
• Evaluates and organizes health center operations to ensure the site is efficient and effective in patient flow and is financially viable.
• Responsible for hiring, training, and coaching staff, including in functions unique to the health center.
• Training includes, but is not limited to the practice management system, customer service expectations, payer sources, programs, and quality initiatives on a regular basis.
• Ensures health center team are following policies and procedures including Standard Work.
• Monitors health center operations and is responsible for following and enforcing clinic policies.
• Responsible for ensuring the management of patient schedules to maximize access and minimize errors and delays.
• Ensures patients receive quality and safe care by ensuring access and continuity.
• Monitors all functions of the patient check in/out process, including collections and deposits.
• Ensures these activities are completed daily.
• Ensures coordination of staff work schedules, and ensures adequate coverage of support staff functions when staff calls in sick, on vacation, etc.
• Directly supervises all support staff, including Receptionists and Medical Assistants. Reviews and approves timesheets per CHCCC policies and procedures.
• Evaluates all health center staff in patient centered health care and patient care team delivery model. Ensures health center and team are meeting JCAHO, HRSA, PCMH, HEDIS, UDS, CenCal, CHDP, and Lean guidelines and requirements.
• Monitors the patient flow in the front office or back office, and troubleshoots any problems and resolves any patient issues at the health center.
• Must be customer service focused and ensure staff is providing excellent patient experience, customer service, and ensure quality outcomes by not turning patients away.
• Must be available to cover the front desk and assist patients with billing statements, if necessary.
• Must be a Super User in the EPM and EHR, and proficient in Microsoft Office programs.
• Must champion and be able to implement basic Lean Practices (e.g. AIDET).
• Reviews intakes and fee tickets for special program utilization (i.e., CHDP, CDP, FP Pact, Gateway, Homeless, PE, EAPC, CDP, and sliding fee) and MSO, and other required UDS guidelines.
• Ensures all billing reports are accurate and timely.
• Conducts and completes Performance Evaluations in a timely manner.
• Ensures competencies of all support staff by using skills competency forms developed for each position, if applicable.
• Assists, monitors, and conducts audits (medical record, customer satisfaction, failed appointments, wait times, etc.) to ensure compliance with CHCCC policies, local, state, and or federal guidelines.
• Ensures the integrity and standardization of medical records, that they are retained, protected, retrieved, transferred, and disposed of according to CHCCC policies, local, state, and or federal guidelines.
• Works closely with Regional Operations Manager to ensure that clinic functions are in compliance with CHCCC expectations.
• Works closely with and may supervise the Clinical Services Supervisor, if applicable.
• Conducts monthly staff meeting to ensure all staff and providers are aware of any policy changes and communicates any changes in the organization.
• Responsible for scheduling emergency drills (e.g. fire, earthquake, active shooter, etc.)
• Adheres to the policies and procedures of CHCCC’s Emergency Plan.
• Maintains an efficient system for ordering forms, office, and medical supplies.
• Ability to work with high volume of patients, and internal/externals customers, and deal with frequent changes, delay or unexpected events.
• Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.
• Demonstrates the knowledge and skills necessary to provide care appropriate to the age of the patients served (infants, pediatrics, adolescents, adults or geriatrics).
• Demonstrates knowledge of domestic violence, child and dependent abuse protocols.
• Demonstrates culturally sensitivity and competence with patients.
• Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).

SUPERVISORY RESPONSIBILITIES

Directly supervises support staff which may include the Clinical Services Supervisor, RN and LVN. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, training employees, planning, assigning, and directing work, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Minimum Bachelor’s Degree in Business Administration, Healthcare Administration, Public Health or related field required. Will consider if working towards degree with equivalent experience. Must submit education action plan within two months of employment and be enrolled in courses within six months of employment.

Minimum five (5) years of management experience in community health centers, public health or medical practice in all phases of operations preferred.

Working knowledge and competency of CPT, billing codes and programs, financial statements, HIPAA and Medical Records laws and regulations, and customer service expectations.

Computer and keyboarding skills, and proficiency in Microsoft Office programs required.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Bilingual - ability to read, speak and write in English and another language is desirable.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply sound judgment in understanding to carry out instructions in written or oral form. Ability to make appropriate job decisions following standard office policies and past precedents.

CERTIFICATES, LICENSES, REGISTRATIONS

Possession of current, valid, unrestricted California Driver's License (Class C) required.

CPR (BLS-C) card preferred.

OTHER REQUIREMENTS

Required to pass a criminal history background check upon hire.

Annual health examination; annual Tuberculosis skin test clearance or chest x-ray; proof of immunity to MMR, Varicella, and Hepatitis B; proof of Tdap vaccine; during current flu season, must provide proof of influenza vaccine or a signed declination form. If declined, a flu mask is mandatory during flu season.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit, stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to work in a fast-paced environment.

While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

Must be willing to have a flexible work schedule that may include evenings/weekends, and travel as needed.