Clinic Operations Manager

Overview

Date Posted:
9/14/2020
Location:
743-749 EaSt 9th St Cylar House
City:
New York
State:
NY
Country:
United States of America
Category:
Service

Description

 

Position Overview

The Clinic Operations Manager will be directly responsible for the operational aspect of the clinic. It will include the billing components for the practice, denials, self-pay, overseeing day to day proper scheduling, documentation, and day to day reporting.

Responsibilities

Essential Functions:

• Facilitate coverage as needed for professional, efficient and accurate scheduling of patient appointments across all Article 28 Article 31 and Article 33 clinics. • Supervisory oversight of Risk for OMH and/or Psychiatry Appointments through use of approved assessment tool. • Oversee the monitoring of Housing Works No Show Policy and Procedures. • Cover and support /MCM/Patient Services Coordinator during PTO and as needed. • Answer all incoming calls in a pleasant and proper manner, direct calls to the appropriate person or department. • Work with NCC and Director of Credentialing to Monitor and follow-up on provider and other clinical staff credentials. • Manage inventory of office supplies and client concessions. • Manage mail pickups/deliveries to branch offices. • Oversee the scanning volume and ensure regular upkeep and labeling of all documents in eCW and eIcare. • Greet all incoming visitors and arrange interviews and meetings as necessary. • Maintain a clean, presentable, and functioning office space as well ensure all exam rooms are clean and ready for the day. • Provide administrative support to Clinic Director, Director of Healthcare Operations.

Educational Requirements

Registration and Scheduling Administrative/Quality Assurance • Assist and coordinate coverage between clinics as needed. • Dedicated to meeting the expectations of internal and external customers, working to create a positive experience for all. • Understands the needs of clients, effectively provides assistance as needed, demonstrates the ability to de-escalate clinic concerns and reports to the Clinic Director as needed. • Ensure all staff are trained in customer service, de-escalation, and represent agency values. • Coordinate with NCC to prepare and facilitate daily huddle as needed. • Opening and processing all mails including medical records request, SSI, LabCorp, Stericycle, etc. • Oversee the distribution, documentation, as well as reconciliation of metro cards • Participate in data collection and daily reporting, not limited to but including the following: Primary Care, Psychiatry, OASAS, as well as OMH Clinic Visits Profitability (i.e. tracking various reimbursement rates for different billable visits) Participates in department QI/UND meetings including taking minutes Work collaboratively with our billing department to correct billing and coding errors • Covers for the medical receptionist whenever as needed including working the front desk, scheduling appointments/answering phones. • Perform additional duties and support to office staff when needed. • Will oversee the PC and mental health scheduling and billing within the EMR. • Coordinate with the Nurse Care Coordinator on appointment follow-ups and clinic inventory HR & Compliance • Works in collaboration with the clinic director for supervisory role of non-clinical support staff. • Ongoing communication with credentialing department to ensure accuracy of registration and insurance information; Collaborate with credentialing department on insurance and providers paperwork for onsite credentialing.

• Maintain appropriate tracking system to ensure orderly and complete medical records request is completed, as well as monitor to ensure that records are processed in a timely manner (3 business days) request for patient medical records. • Coordinate all subpoena’s through the organization Compliance Officer. • Reads and adheres to all organizational policies and procedures and follows Employee Handbook guidelines. • Oversee compliance with capture of contact referring source if clinical information is needed. • Maintain inventory, reconciliation, and ordering of UND cards remanded and ensure proper documentation. • Prepare for internal UND and Continuous Quality Improvement CQI/Interdisciplinary Meeting IDM meeting including running reports and taking minutes. • Gather medical information for IPRO, eHIVqual, QARR review; Point person for all auditors.

• Check all patient information in ECW is entered correctly (not limited to Medical Record Number, insurance, PCP). • Responsible to complete demographic information for Peer Reviews and send to providers to complete. • Maintain contact through coordination and collaboration with Community Partnerships and other internal department to maximize patient visits. • Participates in quarterly advocacy. • Adheres to and participates in the mandatory HIPAA / Privacy Program and Employee Compliance Program. •

Escalate all clinical and/or operations questions/issues to Clinic Director and/Director of Healthcare Operations as necessary. • Ability to work occasional evenings and weekends with advance notice • Adherence to Housing Works Core Values All-In, Stronger Together, Membership, High Performance. The above is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not to be construed as an exhaustive statement of all the job functions.

Minimum Requirements

 

Qualifications:
Excellent communication skills with internal and external customers. Organized and capable of working in a fast-paced environment. Sets calm and organized tone for front desk area and waiting room. Skilled in interpersonal relationships with a culturally diverse population. Follow up and reminder phone calls and written correspondence with patients.

Education/Experience:
Requires a Bachelor’s Degree or its equivalence, and 2-4 years of experience in the field or in a related area.
Familiar with standard concepts, practices, and procedures within a particular field. Relies on limited experience and judgment to plan and accomplish goals. Performs a variety of tasks. Works under general supervision. Knowledge of billing and collections systems. Knowledge of eCW EMR system and data collection.
Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.