Clinic operations manager

Compensation Range: $60,000-$65,000/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 (COM) is responsible for helping oversee the day to day operations of the health center. The COM implements procedures to optimize patient care, helps ensure proper training of staff, facilitates proper billing processes to reduce denials and self-pays, ensures scheduling and front end documentation workflows, and ensure optimal customer service both in person and by phone. This role helps proactively address issues that prevent the clinic from running smoothly.

Key Responsibilities:

• Ensure and facilitate coverage for professional and accurate scheduling of patient appointments across all onsite operations.
• Assist Clinic Director with oversight of front desk staff and Intake Specialist.
• Along with the Patient Care Coordinator, helps monitor and ensure compliance with patient follow-up NCC and CM appointment policy and procedures.
• Cover and support Patient Care Coordinator as needed.
• Manage inventory of office supplies and client concessions.
• Ensure timely mail pickup, delivery, and distribution.
• Oversee patient scanning volume and ensure regular upkeep and labeling of all documents in electronic medical record systems.
• Maintain a clean, presentable, and functioning office space.
• Contribute to daily huddle in appropriate areas.
• Provide administrative support to Clinic Director.
• Understand the needs of customers, effectively provide service and problem resolution, and escalate to Clinic Director as needed.
• Set calm and organized tone for front desk area and waiting room Registration and Scheduling Administrative/Quality Assurance.
• Assist with coordination of clinic coverage as needed.
• Dedication to meeting the expectations of internal and external customers, working to create a positive experience for all.
• Help ensure front desk and other staff are trained in customer service, de-escalation, and represent agency values.
• Help facilitate the distribution, documentation, and reconciliation of metro cards.
• Ensure patient co-pays are collected.
• Participate in Staff, Leadership and other collaborative meetings.
• Cover for the front desk when needed including scheduling appointments, verifying insurances, answering phones, etc.
• Ensure front desk facilitate follow-up appointments for every patient where required by provider.
• Perform additional duties and support office staff when needed.
• Work in collaboration with Clinic Director on administrative tasks as needed.
• Read and adhere to all organizational policies and procedures and follow Employee Handbook guidelines.
• Maintain inventory, reconciliation, and ordering of UND cards remanded and ensure proper documentation.
• Audit patient information in electronic medical record for accuracy (eg, Medical Record Number, insurance, PCP, etc).
• Collaborate with Community Partnerships and other internal department to maximize patient visits, relationships, etc.
• Participate in quarterly advocacy.
• Adhere to and participate 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.
• Adherence to Housing Works Core Values All-In, Stronger Together, Membership, High Performance.

Requirements:

• Requires associate's degree or higher.
• Proficiency with Microsoft Office Suite, electronic health records (EHRs), and data management systems.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining confidentiality, professionalism, and accuracy.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Ability to manage multiple priorities.
• Knowledge of healthcare operations, scheduling systems, insurance verification.
• Ability to make data entries into programs database such as ECW, AIRS, e-Share, EiCare.
• Knowledge of E-Clinical works EMR and data collection, Skilled with health insurance navigation and documentation.
• Good verbal, written, communication and interpersonal skills.
• Use of computer software --Microsoft Office Suite including Word and Outlook calendaring, and Excel.
• Preference for individuals with experiencing working in a community-based setting, particularly with patients who are LGTBQIA+, and/or have experienced homelessness, substance use, and/or mental health challenges.

Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org.

Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.

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. Housing Works also does not request prior salary information during the hiring process. 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.

Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at recruitment@housingworks.org.