Job Location : Oak Harbor,WA, USA
JOB SUMMARY
The Manager is responsible for overseeing the daily operations of the assigned clinic(s), ensuring effective patient care and efficient workflows. This includes managing financial operations, staff hiring, supervision, scheduling, billing, and administration. The role also involves tracking clinical and financial performance, managing budgets, and collaborating closely with providers and staff to meet patient care goals. The manager promotes teamwork, smooth operations, and positive patient experiences while driving productivity. Additionally, the role includes performance management, implementing new programs, and fostering communication within and between departments.
PRINCIPLE FUNCTIONS includes the following, other duties may be assigned:
Practice Operations and Finance:
* Oversees all department operations to ensure effective customer service, patient access, and quality outcomes.
* Conducts regular provider and staff meetings to ensure achievement of practice objectives and goals.
* Assists providers, office, and clinical staff, as necessary, to include filling in as front desk representative, assisting with referrals.
* Independently solves problems readily and leads a team of staff members to resolve problems.
* Cultivates a practice management structure to assure achievement of practice objectives and staff development opportunities.
* Continually assesses quality, productivity and efficiency for each operational area and implements corrective actions as needed.
* Ensures the accuracy of practice administrative data relative to practice operations.
* Independently activates emergency procedures in the event of natural or man-made disaster.
* Maintains office supplies and equipment to include ordering of administrative supplies and overseeing designated staff member(s) responsible for ordering of administrative and clinical supplies.
* Ensures the proper maintenance and function of practice equipment.
* Performs template analysis to optimize provider schedules and make recommendations to enhance provider efficiency.
* Manages practice patient appointment system. Trains staff on the use of practice management software and maintaining staff knowledge on scheduling.
* Reviews patient satisfaction surveys and independently implements corrective actions to improve practice performance.
* Develops new programs or services as directed by executive leadership.
* Assists with the development of operational and capital budgets which accurately reflect the financial and operational needs of the practice, both short and long term.
* Manages financial resources to meet budget expectations. Able to explain and justify variances from budget and implement actions to achieve positive budget expectations.
* Proactively seeks out and implements opportunities for additional market/revenue growth and expense reduction.
* Approves purchases and oversees local purchasing and inventory control functions.
Regulatory Compliance:
* Manages all department services to maintain regulatory compliance and ensures department is continually survey ready with accurate and complete documentation of department activities.
* Researches regulations and updates policies so that department remains current.
* Independently performs audits to support corporate compliance.
* Identifies workplace hazards and participates in risk assessment evaluations. Ensures infection control policies are enforced, and appropriate monitoring systems are in place.
* Reports workplace events in accordance with WhidbeyHealth Quality and Risk Management policies.
* Coordinates with Employee Health to ensure compliance with workplace requirements.
* Maintains a clean work environment.
* Participates and ensures full compliance, as appropriate, and is knowledgeable in fire, safety, disaster, and other mandatory programs.
Personnel Management:
* Motivates and manages employee performance so that employees are recognized for meeting or exceeding job performance standards and are also aware and have a plan to improve for performance that is below standards.
* Evaluates performance and independently takes action to improve personnel performance in accordance with WhidbeyHealth Human Resources policies.
* Acts as a liaison between staff and providers, including representing staff needs to the providers, as well as provider needs to staff, to ensure successful office operations.
* Performs initial and annual performance reviews.
* Develops and implements an effective new hire department orientation plan as well as continued education plan for staff. Utilizes competency-based assessments to design education plans and documents staff competency at least annually.
* Performs interviews, prepares work schedules and selects new employees to ensure department is staffed with competent, skilled, and personable staff.
* Demonstrates effective hiring and management of staff.
* Leads position description development and updates in areas of responsibility.
* Builds an environment of mutual respect and trust with providers, staff, and customers (internal and external).
Quality Assurance:
* Develops Quality metrics to measure department outcomes and implements plans and programs to monitor, resolve, and improve metric results that are below acceptable standards.
Policy and Procedure:
* Complies with and enforces all WhidbeyHealth policies, procedures, and protocols as well as any department-specific policies and procedures as they relate to job functions.
* Develops and prepares Policies & Procedures for department(s) which are aligned with organizational values, regulatory guidelines, and best practices for services provided. Reviews and updates Policies & Procedures at least annually.
Leadership Expectations:
* Provides leadership for department and adheres to organization standards of behavior.
* Serves as model for staff and encourages teamwork with other departments. Strengthens staff understanding of organizational values.
* Communicates organizational values verbally and non-verbally and fosters followership in the organization.
* Communicates effectively. Sends and receives information to reach mutual understanding and shared meaning. Actively listens, displays empathy, and reflects what the other person is saying to ensure full understanding of the content, context, and meaning of messages.
* Clearly conveys information and ideas using understandable terms, tailoring messages to each audience, and checking for understanding.
* Uses body language, voice tone, and non-verbal expressions that are appropriate and congruent with our messages and values.
JOB KNOWLEDGE & QUALIFICATIONS
Education
* Highest level of education completed, minimum high school diploma or equivalent required.
* Bachelors degree in business or healthcare administration preferred.
Training and Experience
* Demonstrated relevant leadership experience required.
* Specific clinics may require additional certifications.
* At least five (5) years working in the department or related experience preferred.
Certificates, Licenses, Registrations
* Additional certifications preferred depending on clinic: CMOM (Certified Medical Office Manager), CPPM (Certified Physician Practice Manager), CMPM (Certified Medical Practice Manager), CMAA (Certified Medical Administrative Assistant)
Benefit Information and Wage Transparancy: WhidbeyHealth Employees who work a 0.5 FTE or higher are categorized as, benefit eligible .
Click here for benefit information.
Wage Range: $85,000 - $120,000