Rural Clinic Office Manager

Description

The Clinic Manager is responsible for the day-to-day administrative and operational management of an assigned physician clinic or practice. This position ensures efficient patient flow, appropriate staffing, effective scheduling, quality customer service, regulatory compliance, and adherence to Reeves Regional Health policies and procedures.

The Clinic Manager directly supervises assigned clerical and non-physician clinical staff and works closely with physicians, Advanced Practice Providers, the Clinic Practice Manager, Human Resources, Revenue Cycle, and other departments to ensure effective clinic operations.

The Clinic Manager is responsible for implementing organizational and clinic-specific policies, monitoring staff performance, managing daily workflows, addressing operational concerns, and escalating significant issues to the Clinic Practice Manager.

All RRH employees must perform their job responsibilities according to all RRH Hospital policies, as well as to accrediting organizations, federal and state regulation, and to the Centers for Medicare and Medicaid Services (CMS) guidelines, as applicable.

Requirements

Job Qualifications:

· Associate degree or bachelor's degree in healthcare administration, business administration, management, nursing, or related field preferred. 

· Minimum of two (2) years of healthcare, medical office, physician practice, or supervisory experience preferred. 

· Equivalent combination of education and experience may be considered.

Required Knowledge, Skills, and Abilities

· Ability to effectively supervise and lead employees. 

· Strong organizational and time-management skills. 

· Knowledge of medical office or physician clinic operations preferred. 

· Ability to manage multiple priorities and deadlines. 

· Strong problem-solving and conflict-resolution skills. 

· Effective written and verbal communication skills. 

· Ability to work professionally with physicians, providers, employees, patients, and visitors. 

· Basic understanding of healthcare compliance, privacy, and patient safety requirements. 

· Ability to understand and monitor operational data. 

· Proficiency with Microsoft Office and applicable healthcare information systems. 

· Ability to maintain confidentiality and exercise sound judgment.

Physical Requirements

The physical requirements described below represent those necessary to perform the essential functions of the position.

· Ability to sit, stand, and walk for extended periods. 

· Ability to communicate effectively in person, by telephone, and electronically. 

· Ability to use computers and other office equipment. 

· Close vision and ability to adjust focus. 

· Ability to occasionally lift or move office materials and supplies. 

· Moderate noise level typical of a healthcare and business office environment.

Essential Duties and Responsibilities:

1. Daily Clinic Operations

· Manage the day-to-day operations of the assigned physician clinic. 

· Ensure efficient patient flow and appropriate utilization of clinic resources. 

· Monitor daily clinic activities and address operational issues as they arise. 

· Ensure the clinic is appropriately staffed to meet patient care and operational needs. 

· Monitor appointment schedules and patient access. 

· Coordinate provider and staff schedules in collaboration with physicians, providers, and the Clinic Practice Manager. 

· Identify workflow issues and recommend process improvements. 

· Maintain effective communication between clinic staff, providers, patients, and organizational departments. 

· Conduct and facilitate regular staff meetings. 

· Promote a positive patient experience and respond appropriately to patient concerns. 

2. Staff Supervision

· Directly supervise assigned clerical and non-physician clinical staff. 

· Assign work responsibilities and establish daily operational expectations. 

· Monitor attendance, punctuality, performance, and productivity. 

· Provide coaching and feedback to employees. 

· Address routine employee performance and conduct issues in accordance with RRH policies and in collaboration with Human Resources. 

· Participate in recruitment, interviewing, selection, and onboarding of clinic employees. 

· Complete performance evaluations for assigned employees. 

· Identify staff education and training needs. 

· Encourage professional development and continuing education. 

· Ensure staff maintain required licenses, certifications, competencies, and training. 

· Promote teamwork and address workplace conflicts promptly. 

3. Human Resources Collaboration

· Partner with Human Resources regarding employee relations, recruitment, onboarding, counseling, performance management, disciplinary actions, and termination. 

· Maintain current job descriptions for assigned positions and provide updates to Human Resources. 

· Ensure employees complete required organizational and department-specific orientation. 

· Ensure staff receive and understand new or revised policies and procedures. 

· Monitor compliance with attendance, timekeeping, and other employment policies. 

· Maintain appropriate documentation of employee performance and corrective action in collaboration with Human Resources. 

4. Scheduling and Patient Access

· Develop staff schedules to provide appropriate clinic coverage. 

· Monitor patient access and appointment availability. 

· Coordinate provider scheduling and clinic capacity. 

· Identify scheduling barriers and recommend solutions. 

· Monitor cancellations, no-shows, and appointment utilization. 

· Work with scheduling staff to improve patient access and clinic efficiency. 

5. Financial and Supply Management

· Monitor clinic expenses and report concerns to the Clinic Practice Manager. 

· Review supply usage and maintain appropriate inventory levels. 

· Order supplies and equipment in accordance with RRH purchasing procedures. 

· Monitor timecards and payroll information for accuracy and timely submission. 

· Assist with budget monitoring and provide information to the Clinic Practice Manager. 

· Identify opportunities to reduce unnecessary expenses while maintaining quality and patient care. 

6. Billing and Revenue Cycle Support

· Ensure clinic staff follow established procedures for charge capture, coding, documentation, referrals, authorizations, and pre-certification. 

· Work with Revenue Cycle and Business Office staff to address billing and collection concerns. 

· Ensure staff understand applicable payer requirements. 

· Monitor issues that may impact reimbursement and report concerns to the Clinic Practice Manager. 

· Assist with audits of medical record documentation and billing accuracy as assigned. 

· Ensure corrective actions resulting from audits are implemented. 

7. Compliance and Quality

· Ensure daily clinic operations comply with RRH policies and applicable federal, state, and local regulations. 

· Support quality improvement, patient safety, risk management, and compliance initiatives. 

· Work with Infection Prevention and other departments to maintain applicable infection control standards. 

· Ensure appropriate documentation and reporting of incidents, complaints, and patient concerns. 

· Participate in performance improvement initiatives. 

· Promote a culture of safety, accountability, and continuous improvement. 

8. Policy and Procedure Implementation

· Implement organizational and clinic-specific policies and procedures. 

· Provide education to staff regarding new or revised policies. 

· Recommend updates to policies and procedures based on operational needs. 

· Escalate policy and compliance concerns to the Clinic Practice Manager and appropriate departments. 

· Ensure staff consistently follow approved policies and procedures. 

9. Facilities and Equipment

· Monitor the physical condition and operational needs of the assigned clinic. 

· Report maintenance, safety, equipment, and facility concerns. 

· Coordinate with Maintenance, Facilities, Information Technology, and Purchasing as needed. 

· Ensure the clinic environment is safe, clean, organized, and appropriate for patients and staff. 

· Monitor equipment and supply needs and communicate replacement or repair requirements. 

10. Communication and Leadership

· Serve as the primary day-to-day operational contact for assigned clinic staff. 

· Maintain open and effective communication with physicians, providers, employees, patients, and organizational departments. 

· Communicate significant operational, personnel, patient, safety, compliance, or financial concerns to the Clinic Practice Manager. 

· Work collaboratively with physicians and providers to support efficient clinic operations. 

· Participate in clinic management meetings and organizational initiatives as assigned.

OTHER SIGNIFICANT REQUIREMENTS:

The Clinic Manager must demonstrate professionalism, accountability, effective leadership, and the ability to manage the daily operational needs of a busy physician practice. The position requires the ability to prioritize competing demands, respond appropriately to patient and staff concerns, and work collaboratively with physicians, providers, employees, and organizational leadership.

· Maintains confidentiality while working with confidential matters on a daily basis.

· Maintains continuous relationships with physicians, patients and family members.

· Follows aseptic procedures and precautions when involved in direct patient

· Contact or handling potentially infectious materials. 

· Attends educational in-services and staff meetings as required.

· Follows safety guidelines and policies for the Hospital District.

PROFESSIONALISM:

Each member of RRH is expected to follow dress code for the position held and act in a professional manner that will increase the individual employee’s credibility with the community. Professional behavior is expected to be demonstrated through the words, actions, and attitude towards fellow team members, patients and their families, physicians, and all others with whom an employee comes in contact with during the course of their duties at RRH.

DEPENDABILITY:

Provide quality patient care and program leadership through dependable, timely activities as needed.

TEAMWORK:

Teamwork is an essential element in a good work environment. All staff is expected to be supportive of each other, and resolve conflicts according to hospital policy.

COMMUNICATION:

Clear and accurate verbal and written communication skills are essential.

SAFETY:

Due to possible contact with infectious diseases, exposure to environmental hazards, universal precautions including use of PPE must be adhered to.

CONFIDENTIALITY:

The employee agrees to hold all confidential information in trust and confidence and agrees not to disclose it to any other third party without the written permission of the Hospital.