TRC - Clinical Services Manager

The Resource Center; Jamestown (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

The Resource Center in Chautauqua County seeks a Clinical Services Manager to oversee daily clinic operations and staff, ensuring productive scheduling and compliant billing practices. You will support management with reimbursement, credentialing, and quality assurance efforts while maintaining high standards of patient care.

The role requires strong leadership and coordination across clinical teams, with responsibility for regulatory adherence and effective communication with internal

Qualifications

• Associates degree in Medical Office Technology, Business Administration, or related field, plus two (2) years of medical office experience OR High School diploma/GED plus four (4) years of medical office experience.
• Proven experience working with individuals with developmental disabilities, patient registration, and/or medical billing preferred.
• Valid driver’s license, use of a personal vehicle, and willingness to travel for work required.

Responsibilities

• Provide day‑to‑day oversight for assigned clinics and maximize provider productivity through scheduling and patient flow.
• Guide and support clinical staff to meet complex patient needs and ensure regulatory compliance.
• Assist and support management in reimbursement, credentialing, quality assurance, and compliance activities.

Skills

Leadership

Staff supervision

Regulatory knowledge

Medical office procedures

Communication

Education

Associates degree in Medical Office Technology/related

High School diploma/GED + 4 years medical office experience

Tools

Medical billing software

Credentialing systems

Job description

The Resource Center has been providing services to persons with disabilities in the Chautauqua County area since 1958. From our humble beginnings as a gathering of parents and concerned citizens who wanted to provide educational and training opportunities for persons with developmental and intellectual disabilities, The Resource Center has grown into a comprehensive agency providing services to thousands of persons with all types and levels of disabilities.

The Resource Center is the largest non-governmental employer in Chautauqua County with more than 1,300 employees on its payroll.

The mission of The Resource Center is to support individuals with disabilities and other challenges in achieving maximum independence, contributing to their community, experiencing lifelong growth, and enjoying quality of life.

Clinical Services Manager

RESPONSIBLE TO:

Designated Director or AED Program Operations

FUNCTION:

Day-to-day responsibility and oversight for the assigned clinics. Ensures that provider productivity is maximized through efficiencies in scheduling and patient flow. Provides the necessary guidance and support to enable clinical staff to meet the complex needs of the patients. Provides assistance and support to members of the management team in the areas of reimbursement, credentialing, quality assurance and compliance. Ensures all regulatory compliance is met.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Must possess strong leadership skills and abilities in order to guide and support a diverse workforce; Must possess strong interpersonal skills in order to successfully navigate within and outside of the service environment; Must possess an awareness of all applicable state and federal regulations and funding stream opportunities and requirements; Must possess a comprehensive knowledge of medical office procedures (i.e. coding, billing, and scheduling); Ability to work under pressure is helpful; Must possess strong administrative, organizational, time management, and recordkeeping skills; Must be self-directed and able to initiate and manage multiple responsibilities effectively and efficiently; Excellent verbal and written communication skills across various channels is paramount; Must be flexible and willing to work non-traditional hours as needed or assigned to meet the needs of professional staff and/or patients; Physical condition commensurate with the demands of the job.

MINIMUM QUALIFICATIONS:

• Associates degree in Medical Office Technology, Business Administration, or related field, plus two (2) years of medical office experience OR High School diploma/GED plus four (4) years of medical office experience. Proven experience in working with individuals with developmental disabilities, patient registration, and/or medical billing is strongly preferred. Valid driver’s license, use of a personal vehicle, and willingness to travel for work is required.

Note: This position may be held by multiple incumbents, assigned to work in health-related services and/or integrated service environment.

This is a position that is exempt from overtime provisions of the Fair Labor Standards Act. As an Exempt employee, incumbent will receive an annual salary commensurate with assigned responsibilities and salary classification; however, incumbent is expected and required to work as many hours as necessary to fulfill job responsibilities.

IDENTIFIED KEY COMPETENCIES:

• Approachability
• Decision Quality
• Managing Diversity
• Building Effective Teams
• Delegation
• Motivating Others
• Comfort Around Higher Management
• Directing Others
• Negotiating
• Command Skills
• Drive for Results
• Priority Setting
• Composure
• Informing
• Problem Solving
• Conflict Management
• Integrity and Trust
• Process Management
• Customer Focus
• Learning on the Fly
• Time Management
• Dealing with Ambiguity
• Managing and Measuring Work
• Timely Decision Making

The successful incumbent will also dedicate additional attention and energy on the following Lominger skill areas:

• Operating Skills (i.e. Keeping on Point, Getting Organized, Getting Work Done Through Others, and Managing Work Processes)
• Personal and Interpersonal Skills (i.e. Inspiring Others, Managing Diverse Relationships, Relating Skills, Being Open and Receptive, and Acting with Honor and Character)
• Strategic Skills (i.e. Making Complex Decisions, and Creating the New and Different)
• Courage (i.e. Dealing with Trouble)
• Energy and Drive (i.e. Focusing on the Bottom Line)
• Organizational Positioning Skills (i.e. Managing Up).

DUTIES

SUPERVISORY:

• Responsible for providing administrative supervision of assigned staff including but not limited to:
  • Hiring, firing, discipline, performance evaluation, in-service education and training, and ensuring that there are an adequate number of staff to fulfill assigned responsibilities.
• Approves staff schedules, ensuring sufficient staffing for the department.
• Coordinates staff orientation with the Training Department and ensures new hires and regular staff receive ongoing trainings, including review and evaluation of travel training requests and tracking of Continuing Education Units (CEU).
• Oversees all aspects of the workforce including timely completion of new hire paperwork, disciplinary actions and other personnel related matters.
• Ensures compliance with annual TRC and/or regulatory training requirements, including but not limited to flu shots, Mantoux screening, and health screening).
• Conducts staff meetings as needed or assigned.
• Ensures that duties performed by assigned staff adhere to Federal and State laws and regulations governing clinical services, HIPAA standards, and TRC policy and procedure.
• Addresses staff performance issues and provides proper follow-up, as needed.
• Serves as liaison between Clinical Services and other agency Management by regularly keeping them informed of issues/problems affecting day-to-day operations and works with team to address/correct such issues/problems.
• Represents Clinical Services at various meetings, either within or outside of the organization, as needed or assigned.
• Facilitates designated clinic staff meetings and assumes responsibility for completion and distribution of meeting minutes.
• Creates reports for various Steering, Quality, Board and other areas as needed and assigned.
• Implements Quality improvement practices.

ADMINISTRATIVE:

• Monitors day-to-day patient scheduling in order to maximize provider productivity, making adjustments to staffing as needed.
• Ensures that all clinic staff utilizes proper coding for all services rendered.
• Ensures timely and accurate documentation and billing for all services rendered.
• Assumes day-to-day responsibility for assisting in fiscal matters in the clinic including, but not limited to:
  • Assists in monitoring expenses to ensure that they are within budgeted parameters.
  • Monitors, reviews, and corrects errors in invoices as necessary.
  • Processes all clinic co-pays and submit to Finance for posting on a weekly basis.
  • Oversight and maintenance of cash drawers and petty cash.
  • Reduces and/or maintains current cost of clinical supplies for clinic by locating suppliers with quality goods at reduced cost.
  • Meets with sales representatives, sets up accounts, places orders, keeps track of inventory, invoices, etc., consistent with TRC purchasing policies and procedures.
• Addresses patient complaints/concerns involving clinical personnel and provides proper follow-up, as needed.
• Serves as liaison between Clinical Services and other agency Management by regularly keeping them informed of issues/problems affecting day-to-day operations and works with team to address/correct such issues/problems.
• Represents Clinical Services at various meetings, either within or outside of the organization, as needed or assigned.
• Facilitates designated clinic staff meetings and assumes responsibility for completion and distribution of meeting minutes.
• Creates reports for various Steering, Quality, Board and other areas as needed and assigned.
• Implements Quality improvement practices.

4/2015, 4/2019, 4/2025

Diagnostic and Treatment Services

The Resource Center

Salary Grade:

18

FLSA Status:

Exempt

PTO/CAT:

3

CFR:

590

APPENDIX

OTHER DUTIES

• Performs all other related duties as needed or assigned.

TECHNICAL

• Builds capacity and ensures maximization of reimbursement through effective utilization of integrated service delivery system.
• Responsible for data tracking and management of data across systems, including but not limited to, the Accountable Care Organization (ACO).
• Responsible for ensuring compliance with insurance reimbursement activities, including, but not limited to:
  • Ensuring staff's timely and accurate completion/submission of necessary insurance requirements.
  • Tracking of authorizations for patients with third-party or managed care insurance(s).
  • Reviewing denials and related work flows minimize denials.
  • Maintaining current knowledge of requirements of various insurance requirements/regulations and ensuring clinical staff compliance.
  • Ensuring the department is receiving proper reimbursement for services provided, in conjunction with the fiscal services team.
  • Credentialing: ensure providers are credentialed, appointed, and privileged with all health plans
  • prepare and maintain reports of credentialing activities such as accreditation, membership or facility privileges.
  • ensure that all information meets federal and state guidelines when processing applications.
  • Maintain up-to-date data for each provider in credentialing databases and any online systems
  • regularly complete and submit staff credentialing or re-credentialing applications to the appropriate agencies and track when certifications are due to expire.
  • overseeing the auditing of a facility or individual practitioner.
  • Review and verify all credentialing applications prior to submission to the Board of Directors and Credentialing source
  • Maintains provider information in an online credentialing or other system.
  • Track license and certification expirations for all providers to ensure timely renewals.
  • Compiles and maintains current and accurate data for all providers.
  • Completes provider credentialing and re-credentialing applications; monitors applications and follows-up as needed.
  • In conjunction with Human resources:
    • Maintain copies of current state licenses, DEA certificates, malpractice coverage and any other required credentialing documents for all providers.
    • Maintain corporate provider contract files.
  • Maintain knowledge of current health plan and agency requirements for credentialing providers.
  • Ensures practice addresses are current with health plans, agencies and other entities.
  • Audits health plan directories for current and accurate provider information.
  • Maintains confidentiality of provider information.
  • Provides credentialing and privileging verifications.
  • Assists clinicians by maintaining and tracking patient/consumer reports (i.e., 90-day progress reports, evaluations, etc.) and ensures timely completion of same.
  • Develops and ensures adherence to appropriate schedule templates to ensure maximum productivity of clinicians assigned to the Clinic site and assists in the monitoring of clinician utilization and productivity.
  • Responsible for assisting in referral activities with the Clinic site, including, but not limited to:
    • Processing and assigning initial referrals of new patients.
    • Tracking of referral completion and follow-up of requested services.
    • Assigning referrals to appropriate department for completion, including follow-up on referrals to ensure that they have been completed within the allotted timeframe.
    • Oversees timely medical record maintenance including filing, copying, and documentation.
  • Ensures clinical areas and equipment are well-maintained, inspected and clean.
  • Handles daily site-related and building/maintenance issues and works with other agency departments as needed to resolve these issues, e.g. Maintenance, Environmental Services, Information Technology, as well as external companies.
  • Assists team in creating and promoting a singular brand and culture reflecting agency-wide efforts toward integration.
  • Assists in the marketing of TRC clinical services

  OTHER

  • Performs all other related duties as needed or assigned.

  REQUIRED TOOLS:

  • Staff Training System
  • Time keeping and Payroll systems
  • Internet
  • Email internal / external
  • VPN access
  • Badge access multi site and times

  The Resource Center is an equal employment opportunity employer and will not discriminate on the basis of race, color, creed, religion, sex, sexual orientation, gender identity, national origin, age, marital status, citizenship status, military status, domestic violence status, predisposing genetic characteristics or genetic information, physical or mental disability, any other category protected by law, or any other non-job related characteristic. As needed, The Resource Center will provide reasonable accommodations for disabilities to employees and applicants whenever such accommodation would not create an undue hardship or a safety concern in the conduct of TRC’s operations.