Clinic Operations Manager

Compensation Range: $55,000 - $60,000/annually commensurate with experience

Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.

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:

• 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 an 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.

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 optimal customer service measures, de-escalation trainings and represents agency values.
• Coordinate with NCC to prepare and facilitate daily huddle as needed.
• Opening and processing all mails including medical records request, SSI, Lab Corp, Stericycle, etc.
• Oversee the distribution, documentation, as well as reconciliation of metro cards
• Overseeing and ensuring all new clients are entered into eCW, & eIcare (MRN, SSN, PRAPARE, etc.)
• Oversee and assist in the distribution of TIP/UND gift cards to eligible clients and entering receipt into eCW and eIcare
• Coordinate interpreter services as needed for patients with Spanish or other languages when clients are unable to communicate within the appointment setting
• Participate in daily morning huddles with providers, medical assistants, medical front desk staff, medical case manager and nurse care coordinator, this entails completing pre-visit huddle form
• Work with clinical staff to run AZARA reports in preparation for daily huddle, document initial patient appointments, HEP C (TIP), Undectables Program (UND), hospitalizations and discharges
• 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…