Assistant Clinical Office Manager

Assistant Clinical Office Manager

This position supports the Whole Family Health Center (WFHC) under the direction of the Clinical Office Manager (COM) by supervising staff and maintaining operations, policies, procedures, and systems. This person must be able to multi-task and function in a fast-paced environment and contribute to a positive environment through teamwork and collaboration. The person holding this position assists in keeping the office running efficiently through team engagement: motivating the clinical team to perform high-quality patient care, administrative duties, and smooth operation of supportive clinical functions. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. This is a position of trust.

Communication 

Good oral and written communication skills are required for this position. Information must be exchanged using tact and persuasion appropriately; the ability to influence and contribute to a positive environment. Bilingual English Spanish, or Creole, preferred but not required. 

Key Responsibilities 

• Ensures excellent quality, timeliness, and patient experience throughout all patient interactions.
• Knowledgeable about WFHC provider specialties, FQHC regulations, and services available to all patients as resources including but not limited to sliding fee scale eligibility, social service programs, and Pharmacy services.
• Responsible for the day-to-day operation as directed by the COM of a multi-specialty medical clinic, including planning and coordinating the work assignments of clinical staff and collaborating as necessary with managers supervising non-clinical staff (i.e., front desk, Pharmacy, social services.) 
• Demonstrates and guides employee compliance with policies and procedures promoting patient care with high levels of organizational efficiency, communication, and safety.
• Prioritizes patient experience in finding alternate solutions for unexpected occurrences in provider availability (i.e., finding coverage from another provider, moving patients to another provider schedule, etc.)
• Supports recruitment, hiring, and coordinating the training of new staff members to meet or exceed job requirements.
• Provides input into the design and implementation of strategies to help the clinic meet its organizational goals.
• Backs up COM in management of HRIS portal to review staff requests for time off, and approval of payroll in accordance with company policy.
• Supports COM with employee annual and 90-day reviews, providing constructive feedback on performance to help them meet professional goals.
• Demonstrate knowledge of clinic budget to include assisting with overseeing medical and office supply inventory.
• Creates and sends purchase orders for approval and processing in accordance with company policy.
• Ensures medical equipment is calibrated and inspected in accordance with manufacturer recommendations.
• Ensures completion of required annual training (i.e., HIPAA, TB, Bloodborne pathogen, etc.)
• Demonstrates critical thinking and organizational skills, leadership, and appropriate role modeling for office staff.
• Promotes and reinforces documentation requirements supporting UDS measurement capture and HEDIS quality initiatives.
• Ensures cross-training of team members to support clinical and quality goals.
• Performs other duties and responsibilities as assigned.
• May occasionally need to travel from one clinic to another for coverage. 

Licenses & Certifications 

• Active Florida unrestricted LPN or RN license
• Proof of Certified Nursing Assistant certification or current certification as a Certified or Registered Medical Assistant 

Qualifications 

• High School Diploma or GED required
• 3-5 years in a progressive medical office environment
• Annual updates for continuing education to maintain licensure or certification as required by the State of Florida.
• Must be cross-trained in electronic medical records and Microsoft Outlook.
• Current BLS certification 

Physical Requirements

• Level 2 background clearance required
• Proof of immunizations for (1) Tdap, (2) MMR’s, HEP B vaccination, and either a history of chickenpox (varicella) or documentation of the varicella vaccine, a PPD Test is done once upon hire

WFHC reserves the right to change or modify the job description, including but not limited to Major Responsibilities, Education, Certification, and Physical Requirements. 

WFHC is an EOE.