Clinic Manager III - Heart & Lung Specialists

St. Charles Health System•Bend, OR

About The Position

The Clinic Manager III, under the guidance of the service line Administrative Director, provides day-to-day oversight of clinic management activities and coordination/integration of SCMG business plan into the office practice. This position is responsible for coordinating, directing, implementing, evaluating and allocating resources to ensure optimal daily patient flow to meet demand for services with available staff. The major functions of this position will focus on managing daily operations including provider practice oversight, communication and support, employee relations, fiscal management and analysis, operational analysis and quality improvement. This position will manage assigned caregivers in the clinic. Dyad Relationship: The Manager will function in a dyad relationship with a Clinical Leader (Site Lead/Section Chief/Clinical Division Director). As the business professional member of the dyad, the Clinic Manager III is primarily responsible for the provision of administrative services; revenue management; operating expense management; capital planning and allocation; development, implementation and evaluation of staffing models; operations performance reporting; supply chain management; and support systems services. The Clinic Manager III is also responsible for supporting the Clinical Leader in oversight of the quality of clinical professionals and of the clinical work across the department, as well as for management of physician and team productivity; for clinical innovation; for compliance; for development, implementation, evaluation, and improvement of clinical pathways and models of care; and for relationships with referring physicians.

Requirements

Bachelor’s degree in healthcare administration, business administration or related field or equivalent combination of education and experience.
Valid Oregon driver’s license and ability to meet SCHS driving requirements.
Ability to travel to business functions/trainings/meetings and all St. Charles Health System worksites.
Five (5) years related business management experience in areas such as: customer service, project management, operations, budget management etc.
One (1) year leadership experience.
Strong analytical, problem solving and decision-making skills.
Ability to implement operational changes.
Ability to make calm and sensible decisions under various work situations, prioritizing issues and dealing with immediate problems reasonably and effectively.
Intermediate to advanced proficiency in Microsoft applications (Word, Excel and Access), database management, and electronic medical records systems and document preparation.
Ability to work independently with minimal guidance from the service line director (Primary Care and Population Health or Specialty. Services) and other SCMG administration staff.
Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions.
Must have well-developed supervisory and operational analysis and problem solving skills.
Ability to make decisions in the process of troubleshooting problems for clinic physician(s) and/or provider(s) and implement solutions.
Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

Nice To Haves

Related healthcare experience.
Clinic operations experience.

Responsibilities

Responsible for the day-to-day operations of the clinic including patient visit, clinical triage, patient flow, case management, patient education, policies and procedures, regulatory compliance, documentation, billing, business office, staffing, ancillary support services, material management, facilities management, day-to-day staffing, and staff development.
Establishes relationships with outside care providers/organizations to build partnerships that benefit mutual patients.
Oversees all aspects of clinic operations, in conjunction with organizational policies and procedures, and regulatory requirements, maintaining a friendly, professional, patient-oriented environment.
Delegates duties to front and back-office staff. Maintains accountability.
Develops and implements clinic work plans to comply with organizational and clinic goals.
Analyzes and implements clinic business and operational policies and procedures within SCMG administrative guidelines.
Responsible for budget development, regular monitoring, accountability and meeting all operational targets for all areas within span of control.
Formulates, initiates, institutes, and supervises sound human resource, business and operational practices.
Creates, inspires and implements a department culture and leadership that embraces St. Charles Health System’s vision. Coaches and leads staff to achieve and exceed the standards required to accomplish this. Continually evaluates and adjusts the steps necessary to meet this vision and motivate staff to achieve this in their daily work.
Responsible for recruitment, hiring, orientation, discipline, and evaluation of all clinic employees. Maintains adequate staffing levels for clinic size and practice type, coordinate coverage during staffing absences as necessary. Complies with all St. Charles Health System Human Resource policies and procedures.
Monitors and ensures all direct reports are current with compliance and safety requirements. Implements and manages all organizational safety directives and goals.
Provides leadership, direction, training, and guidance to clinic staff for which she/he is responsible. Assists staff in defining their continuing educational needs. Promotes teamwork as a means of improving communication, issue identification, and problem solving.
Serves as formal contact for patient complaints. Resolves patient questions and issues that require manager intervention. Demonstrates, promotes and maintains focus on patient-centered care, and demonstrates the importance of the organizational mission and its vision.
Ensures that financial and operational goals are achieved and develops reports on variances. Has a comprehensive understanding of all components of the billing function. Excellent financial management skills, focusing on budget development, expense management and variance reporting. Considers new lines of business and revenue, and coordinates development with SCMG administration.
Assists new provider in setting up his/her practice. Works with SCMG administration to develop marketing plan for new providers. Assists service line director (Primary Care and Population Health or Specialty Services) with the implementation of marketing and strategic planning for the clinic and any other duties related to the successful management of the practice.
Responsible for accounts payable invoice processing and purchasing oversight. Maintains current knowledge of SCMG computerized Practice Management and EMR systems, and network functions and has clear understanding of the use of CPT and ICD-9/10 codes. Provides oversight to the coding, charge, and payment capture in the EMR system. Assists with implementation of SCMG billing policies. Provides coding, charge, and payment input into computer system when necessary.
Establishes and maintains effective relationships and communication channels with physician and caregivers, through regular meetings and both written and verbal communications. Facilitates and/or coordinates clinic staff meetings on a regular and ongoing basis. Meets with medical staff clinic leader on a regular basis to identify issues and problem solve. Role models two-way communication of the St. Charles Health System, mission, vision, values, and strategic plan for the department.
Provides and oversees team’s delivery of customer service in a manner that promotes goodwill, is timely, efficient and accurate. Supports the vision, mission and values of the organization in all respects. Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests. Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
May perform additional duties of similar complexity within the organization, as required or assigned.