Clinic Manager

Job Title:        Clinic Manager 

Salary:            $33-28 per hour DOE

Openings:      (1) Temporary to Hire 

Location:       Tustin, CA and / or Fountain Valley, CA 

Position Purpose: Position Purpose: The Clinic Manager will provide first line supervisory oversight for the clinic front and back-office staff during a designated shift. Ensures that quality care is provided according to the policies and procedures, that patient flow/placement is efficient and that daily staffing needs are met to ensure the highest quality of patient care, safety and satisfaction. The Clinic Manager is responsible for planning, coordinating, directing and monitoring all operational aspects of the clinic.

FTOC’s Expectations of all Employees

• • Adheres to all FTOC Policies and Procedures.
• Conducts self in a manner that always represents FTOC’s core values.
• Maintains a positive and respectful attitude with all work-related contacts.
• Communicates regularly with immediate supervisor about Departmental and FTOC concerns.
• Consistently reports to work as scheduled and in a timely manner prepared to perform the duties of the position.
• Meets productivity standards and performs duties as workload necessitates.
• To train on all Learning Management Systems (LMS) by self-learning models from FTOC’s EMR.

Core Duties and responsibilities, include but are not limited to:

1. Reports assigned ready to perform job duties at the beginning of the shift, takes breaks and reports back to work at the specified time in accordance with Families Together Orange County.

2. Appearance exemplifies the professional image of Families Together Orange County through acceptable habits of dress, grooming and hygiene.

3. Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor.

4. Supports all FTOC programs and specialty services

5. Daily provider availability reports, VFC Stock, OTC Inventory, Cross services report Dental & Medical), Staff Meetings & Huddles w/providers (including sign-in sheets), report patient reviews, patients who leave early, and patients who receive appointments requested.

6. Front office oversight: Oversees, and as necessary, performs administrative functions to include answering and prioritizing phone calls for patient care matters, chart preparation for clinical care, loose filing and assisting with apt scheduling.

7. Back Office- Oversees, and as necessary, performs back-office functions, Vitals, injections, rooming of patients.

8. Maximizes clinic revenue by assuring staff knowledge and adherence to scheduling protocols, pre-registration -chart prep process, co-pay, self-pay, sliding fee at time of visit, eligibility, checking and end of day financial reconciliation procedures.

9. Maintains and implements FTOC’s check-in and check-out workflow

10. Promotes staff satisfaction by assuring appropriate orientation, communication and team consistency.

11. Oversight of staffing daily and monthly schedules, Time Off, and maintaining budgeted productivity goals.

12. Assures regulatory readiness through staff competency completion, clinic quality checks, EMR chart reviews and maintenance of all clinical records. Example POCT, VFC etc.

13. Values and respects the concerns and feelings of others. Demonstrates care, compassion and appreciation for the team.

14. Identifies with the organizational goals including customer service, fiscal responsibility and understands their role within it.

15. Proactively takes action without being prompted. Responds quickly to requests for assistance from team and works to resolve conflicts.

16. Purposely builds partnerships & networks creates connections and trust with individual and groups.

17. Demonstrates commitment to customer service - “goes the extra mile" to facilitate collaboration and collaboration among diverse groups aimed at improving service and or family centered care.

18. Communicate with sincerity, honesty and respect for culture diversity.

19. Actively listen with respect and compassion, without interrupting.

20. Encourage feedback and questions.

21. Partner with families in order to understand and meet their unique needs.

22. Collaborate to achieve optimal outcomes.

23. Commit to delivering excellent service every day.

24. Remember the importance of the "First Impression".

25. Adhere to departmental and FTOC policies.

26. Completes employee evaluations and needed following FTOC’s policy

27. Conserve FTOC resources and supplies by using the wisely and in the best interest of FTOC.

28. Take pride in my environment by maintaining safe and clean surroundings.

29. Maintain professional boundaries with patients, families, colleagues and vendors.

30. Maintain a professional facility appearance that meets the expectations of patients.

31. Demonstrate initiative and implement changes to improve clinic operations.

32. Enhance health center visibility through community involvement by participating in service and professional organizations.

33. Responsible for managing employee timesheets, overtime requests, and vacation requests.

34. Enhance health center visibility through community involvement by participating in service and professional organizations.

35. On a monthly basis, and as needed, report progress, operational issues, organizational opportunities and threats to the Reginald Manager and Medical Director

36. Monitor patient satisfaction through various programs such as the formal complaint process, patient survey, etc. and respond as appropriate.

37. Completes FTOC’s Compliance Audits monthly as established by the QI Committee.

38. Takes responsibility to prepare and pass all clinic site visits.

39. Speak to patients and others in ways that are clear and non-judgmental.

40. Show concern, interest and follow-through with commitments.

41. Do not engage in negative behaviors second guessing, undermining, infighting, arrogance, gossiping and backstabbing.

42. Speak in a positive manner about our associates, medical staff and FTOC.

43. Always respect privacy and confidentiality.

44. Take ownership to continually improve processes within my role, department and throughout FTOC.

45. Strive to improve myself and the outcome of my work.

46. Seek opportunities for improvement, understand what is expected of me, and apply best practices.

47. Embrace change and offer suggestions for resolution to challenges.

48. Take action if I see and unsafe act or condition that impacts quality of care or safety of others.

49. Recognize others for outstanding performance.

50. Required Certifications renewed and documented prior to expiration for self and direct reports.

51. Maintaining confidentiality (HIPPA Compliance)

*This job description in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform other duties, within scope, as assigned by his or her supervisor.

Teamwork and Interpersonal Skills:

• Displays an awareness of others' needs and consistently acts in their best interests.
• Exhibits courtesy, mutual respect, and compassion in all interactions with others.
• Takes initiative to propose constructive solutions to challenges.
• Recognizes and respects differences while actively seeking more effective communication approaches.
• Demonstrates a positive and professional response to changes and challenges.
• Nurtures positive working relationships and contributes to a collaborative work environment.
• Exhibits effective teamwork, working cohesively to support the organization in achieving its goals and objectives.
• Adapts smoothly to shifting workplace priorities.
• Attends and actively participates in scheduled meetings, whether weekly, bi-weekly, or monthly.

Education, Qualifications, and Experience:

• Must have at least 3-5 years of experience as a Medical Assistant in a clinic setting.

• Bilingual: Spanish (Required)

• Bachelor's degree in healthcare administration, health services administration, or similar.

• Experience in managing a healthcare facility or clinic.

• Experience in managing budgets, billing, and negotiating with suppliers and vendors.

Work Schedule:

• Schedule for this role is Monday - Friday ( 9 AM - 6 PM)
• FTOC is an in-person organization first, and foremost. Employees are expected to be on-site for their scheduled shifts.
• Hours of operation are Monday to Friday 8 a.m. to 8 p.m., however, employee schedules vary, depending on organizational, staffing, community, and patient needs. As such, FTOC may need to modify work schedules to meet such needs.
• Holidays and weekends may be required depending on an employee’s department due to organizational, staffing, community, and patient needs as FTOC continues to grow and expand work days and hours. 
• Overtime may also occur due to organizational, staffing, community, and patient needs. 

Work Location:

• This role is set to work in Tustin, CA and/ or Fountain Valley, CA.
• While employees may be assigned a primary site (Tustin, Garden Grove, Fountain Valley, Wellness Center, Mobile Units, Treehaven, Magnolia, Telehealth, etc.), employees may be required to temporarily fill in at another site based on organizational, staffing, community, and patient needs.

Travel Requirements:

• Occasional travel will be required. Employees must be able to travel to FTOC sites as needed, including with short notice.

Physical Demands and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
• While performing the duties of this job, the employee may be required to drive to FTOC facilities as needed. The ability to sit for extended periods of time, and the ability to occasionally lift and/or move up to 25 pounds.