Clinical Office Manager

Position Overview: 

The Clinical Manager is responsible for the functionality of the clinical aspect of the practice across all office locations. This is achieved by training staff, holding staff accountable, maintaining open communication with staff, and promoting an environment conducive to maximizing patient satisfaction.

  

Clinical Manager Required Skills and Experience:

• Four-year degree in an applicable field or equivalent combination of education and experience

• Minimum 4 years of experience as a medical office manager

• Minimum 4 years of managing a team of 15-20+ personnel

• Strong working knowledge of medical insurance and billing

• Excellent written and verbal communication skills

• Must have excellent customer service skills

• Ability to establish and maintain effective working relationships with patients, employees, and the public

• Medical Practice experience

• EHR/EMR Experience

• Strong customer service orientation

• Able to work in a fast-paced and demanding work environment

• Technologically savvy and proficient in Microsoft 365 products, including Word, Excel, Outlook, and Teams

• Detail-oriented and effective at multitasking

•  Organized and able to conduct oneself in accordance with employee manual

•  The ability to uphold HIPAA compliance is mandatory.  

•  Must exercise good judgment and discretion 

•  Ability to write well and communicate with corporate colleagues, providers, and patients as needed. 

 

Clinical Manager Essential Functions/Responsibilities (other duties may be assigned):

• Interviewing and Hiring Clinical Staff- Interviews and makes the decision on who is hired for vacant clinic positions (medical assistants and to a large degree, doctors as well.) Resumes are evaluated thoughtfully and carefully.

• Staff Accountability-Assign duties to medical assistants and hold them accountable accordingly. Accountability is performed through verbal feedback, and if necessary, written corrective action.

• Scheduling- Clinic schedule is created each week, and sent out on Friday of each week.

• Annual Reviews- Conducts annual reviews with clinic staff. Reviews are to serve as a mechanism for promoting growth in their role. Creates surveys for staff to perform peer reviews. Clinical managers are also evaluated by all clinic staff through anonymous surveys.

• Clinical Staff Training- Develops and follows the training process for all clinic staff, including new doctors. All training is performed, using a Married State Model. Training typically lasts 3 months, and is completed once staff are checked off on all skills needed to perform their job independently. Skills checklist is to be kept up to date based on skills required by staff.  Training blends classroom style learning with hands-on clinical approach. 

• X-Ray Compliance Officer/Individual Responsible for Radiation Protection (IRRP)- Created an “X-ray Safe Operating Procedures'' binder. This is updated regularly to adhere to ODH guidelines, and needed for X-Ray inspections, which are performed every three years. Compliance officer ensures that X-Ray machine calibration and maintenance is monitored and performed when needed. Compliance officer also ensures that GXMO certified staff keep their license renewed (CEU completion needed every two years).

• MIPS Compliance Officer- Develops workflows that contribute to satisfying MIPS measures in an efficient fashion. This involves training clinic staff, including doctors, on these workflows. EMR features are utilized to enhance efficiency and to ensure that measures are met and documented accordingly. Frequent reports are run to ensure that compliance is taking place. Feedback is provided to staff if compliance needs to be changed or bolstered.

• EMR Informatics Officer- EMR template development is performed by the clinical manager. This is achieved by communicating with physicians to ensure thorough documentation, and to enhance clinical efficiency. Reports can also be generated for a variety of reasons to assess performance, revenue and compliance. Responsible for communicating with fellow staff by responding promptly to reminders, which are sent electronically in EMR.

• Protocol Development- Clinic protocols are frequently evaluated and kept up to date to maintain the utmost degree of efficiency and quality. Clinical manager is also responsible for the development of new protocols when new treatments are integrated into the clinic. Training on these protocols is carried out to ensure these protocols are followed firmly.

• Attendance of Podiatry Conferences-  Attends AAPPM meetings on a regular basis to maximize quality of care and profitability of the practice. These conferences allow for networking and exchange of workflows with fellow podiatry groups across the country.

• Patient Resource Development- Patient literature and product brochures are created to enhance patient education. Clinical manager is not only responsible for development of these resources, but to keep them updated as needed.

• PRP Expert- The clinic manager is involved in all PRP procedures. Patient is to be full explained the PRP procedural process. This includes pre-, intra-, and post-op teaching. Blood is drawn by the CD. Blood is placed into a centrifuge. Patient is then prepped for the procedure, provided written post-op instructions, and numbed. All PRP supply ordering and machine maintenance is handled by the clinical manager.

• Conducts Doctor’s Meetings and Staff Meetings- In conjunction with the office manager, doctor and staff meetings are conducted on a regular basis. This serves as an opportunity to get all staff on the same page, discuss changes, discuss areas for improvement, highlight positives, and promote an open forum for discussion.

• Work in Clinic as Needed- Clinical manager is expected to know all medical assistant duties, perform these at a high level, and work in clinics fulfilling these duties as needed. The clinical manager serves as the leader of the team by leading by example. This includes facilitating communication amongst all staff. This also includes inspiring high level performance of all staff by modeling this performance. 

• Service Recovery- Handles all clinic related patient issues. Clinical manager is responsible for rectifying these situations, if feasible. Follow-up is performed with the individual who created the situation.

• Routine Correspondence with Staff- To ensure that all staff are on the same page across all locations, the clinical manager sends out routine information to staff for them to review and respond acknowledging their receipt and understanding.

• Other duties assigned/special projects- There are a lot of moving parts within the realm of the clinic department. The clinical manager must be adaptable in embracing new roles and responsibilities. Any other clinic related responsibility not mentioned in the previous list is to be handled by the clinical manager.

 

Clinical Manager Physical Requirements:

The physical demands described here represent those required to perform essential job functions. Reasonable accommodation may be made for individuals with disabilities. While performing this role, the employee must regularly:

• Sit, talk, hear, and use hands to write, type, or operate office equipment
• Occasionally reach with hands and arms; climb, balance, stoop, kneel, crouch, crawl, and smell
• Perform repetitive motions, including reaching overhead and typing
• Lift up to 50 pounds occasionally and carry objects weighing up to 25 pounds
• Maintain peripheral vision, depth perception, and focus adjustments

 

Pay: $70,000 Salary

 

Clinical Manager Benefits Offered:

• Health Insurance (Single & Family plans available)
• Life Insurance
• Disability Insurance
• 401(k) plan with Company Match
• Employee Discount Program
• Paid Time Off
• Paid Holidays