Mgr- Office Clinic

Northern Light Maine Coast Hospital

Department: Primary Care – EW Dixon

Position is located: Eleanor Widener Dixon Mem Clnc

Work Type: Full Time

40 hours per week

Work Schedule: 8:00 AM to 5:00 PM

Summary:
Under the direction of the Administrative Director and in coordination with the Office Medical Director, the Office/Clinic Manager is responsible for the day-to-day business operations of the clinic, including operational excellence, patient care delivery and satisfaction, and employee engagement. This position requires basic generalist skills across a variety of disciplines including accounting and budgeting, work flow analysis, project planning and implementation, human resources, quality improvement, compliance, and customer care. Prior management and supervisory experience, preferably in a medical setting, is required, with knowledge of Medicare, Medicaid and third-party payers preferred. Core measurement categories for this position include: Financial, Quality, Growth, Patients, Employees.

Responsibilities:
• Develops departments strategic plan following the direction of the organizations strategy and mission and based upon the principles of performance improvement. Identifies population served and develops scope of services. Manages and allocates resources effectively, including staffing plan, equipment and supplies, and operating budget. • Manages the office staff on a day-to-day basis, providing leadership and direction so that goals are achieved. Develops schedules and work assignments. Identifies workflow inefficiencies and recommends/implements process improvements. Resolves conflicts. • Develops and implements office policies and procedures. • Assures regular inspection of facilities and arranges for emergency maintenance. • Prepares and manages the annual budget for the clinic. Analyzes and prepares variance reports. Manages the offices financial resources, maintaining accurate record-keeping, timely banking functions and unscheduled audits. Assures staff timecards are accurate and submitted on time. • Solicits input on departments needs and purchases orders medical and office supplies as needed. Maintains accurate inventory records. • Collects and processes quality improvement data. Utilizes evaluation methodologies to measure and assure quality reporting by staff. Prepares timely reports as required. • Collaborates with other departments or external services to achieve departmental or organizational goals. • Represents the Clinic at hospital functions such as the Annual Meeting and attends various MCMH functions for the community. Fosters good public relations and a positive reputation for the office/clinic. • Assures all aspects of patient care are performed in an environment that optimizes patient safety and reduces the likelihood of errors. • Collaborates with ancillary services to provide a safe, clean and secure environment for patients, staff and visitors. • Establishes and maintains provider schedules assures patients are scheduled for appointments in a timely fashion. • Facilities increased collections of time of service. Coordinates and directs patient accounting to consistently produce accurate bills which are paid in a timely manner. Reconciles patient account information. Works with MCPA billing to assure accurate charges, coding and researching billing questions as required. Offers solutions for billing inefficiencies. • Promptly handles patient inquiry and complaints, escalating as appropriate, and resolving issues within the designated time frame. • Works with the medical staff to coordinate medical and nursing management of patient care. Provides guidance and reports on clinical activities to MCMH leadership. • Understands and uses HR policies and tools to effectively motivate staff, build teamwork, and achieve goals and results through others. Effectively delegates. • Participates in selection of staff and recommends corrective action to address performance deficiencies. • Provides for professional growth and development of staff through identification of needs, implementing training programs, and encouraging education (formal and continuing). • Develops/revises comprehensive departmental orientation program and competency assessments. Assures ongoing staff competencies and verifies that licensed staff maintain current credentials. • Completes performance appraisals in a timely fashion, and provides regular, informal coaching and ongoing feedback. • Maintains effective, ongoing communications with staff understands their issues and concerns and recommends/implements appropriate action plans to address them. Plans and conducts regular staff meetings, maintaining minutes. • Assures all employees actively participate and understand the departments Quality Improvement and Assurance Plan. • Takes appropriate action to recognize staff for achievements and celebrate accomplishments.