• Clinic Administrator III

    Location US-CA-Commerce
    Job ID
    2018-5858
    Category
    Management
  • Overview

    Responsible for the overall coordination of business, operational, compliance, nursing and medical activities at any one or more of the AltaMed medical and dental clinic facilities.  Works together with the Site Lead Physician and/or Dental Director in effectively managing the program.  Also works in conjunction with the AVP, COO and support departments to achieve Medical/Dental Division goals and objectives.  Sets and implements operational plan for site.

    Delegated Services Model Only:

    Responsible for oversight and contract management of the Master Agreements between hospital and provider services/medical group/IPA as well as the other agreements that support the Delegated Clinic Operation Staffing Model.

    Responsibilities

      1. Ensures adequate staffing and scheduling of all clinic personnel to support operational goals.
      2. Implements, evaluates, and achieves productivity standards for providers and support staff.
      3. Supervises the scheduling of patients and evaluates the patient flow to reduce overall cycle time to company target.
      4. Evaluates the clinic space for appropriate and maximum utilization.  Makes well justified recommendations for expansion as required and substantiated by Advanced Access and other data.
      5. Works together with the Site Lead Physician and Functional Managers with planning and implementing medical services.  Meets regularly with each of them.
      6. Ensures all staff is trained upon and adhering to AltaMed Clinic policies and procedures.  Makes recommendations for policy additions and revisions as needed.
      7. Represents clinics’ management at his/her assigned provider committee through regular attendance and distribution of materials to all adiministrators.
      8. Supervises Front and Back Office Supervisors, Medical Records, Business office functions, and Women’s Health Program, ensuring appropriate coaching, training, and expectations for these staff, as evidenced by their departments’ performance compared to goal.
      9. Prepares written reports and conducts studies, as required by AVP and COO, to monitor effectiveness of operations.  Prepares Monthly Performance Review report correctly and on time.
      10. Responsible for the requisitioning of all products, supplies and services required to operate effectively as well as timely and accurate payment for all products and services.
      11. Responsible for clinic support staff evaluation and work performance according to AltaMed policy.  Ensures evaluations are conducted timely for all employees and that proper disciplinary procedures are adhered to and documented.
      12. Responsible for implementation and evaluation of site performance improvement initiatives, including but not limited to:
        1. Advanced Access: a multidisciplinary team has been formed and regular meetings are held
        2. Quality Program: HEDIS scores are improving and processes are in place to support improvement. 
      13. Responsible for implementation, evaluation, and improvement of patient satisfaction measures.
      14. Responsible for staff development.  Identifies in-service training needs and arranges for instructions.
      15. Maintains an effective program of compliance with all jurisdictional licensing and regulatory agencies as demonstrated by audit scores (internal and external).
      16. Meets goals & objective for the strategic plan of the organization.  Participates in strategic plan development and ensures communication and expectation setting to staff.
      17. Responsible for budgeted expenses.  Must consistently look at lowering expense of all clinic operations including but not limited to: pharmaceuticals, specialty services, hospital utilization, supplies (medical and office), staffing, laboratory services, ancillary services, overall costs of running the clinic.
      18. Responsible for meeting budgeted revenue.  Must consistently look at utilization rates overall and monitor clinical performance indicators and enrollment.
      19. Prepares operating budgets, working with all relevant departments and contractors to identify cost & revenue projections.
      20. Ensures timely, accurate submission of all encounter data to corporate Financial Services Department.
      21. Ensures timely, accurate data entry of all required patient data into Practice Management System as demonstrated by PMS reports.
      22. Supports service integration programs as evidenced by number of visits/referrals generated.  Including by not limited to (if applicable): Portable Dental, ADHC/PACE/Case Management Programs, Youth Services, HIV Services
      23. Supports and leads effort, along with Site Lead, to a paperless office through the implementation of Electronic Health Records.  Ensures charts are abstracted accurately and according to schedule.
      24. Effectively manages multiple sites and/or service lines, ensuring consistency in communication and standardization in practice, as well as optimum operation performance.
      25. Professionally represents the AltaMed and the Medical and Dental Group with external entities and internal task forces by effectively managing projects and/or developing business.
      26. Effectively leads clinic-wide project teams that result in improved operational performance for the medical group
      27. Effectively Trains/mentors Level I & II Administrators
      28. Achieves organizational goals while managing in complex environments
      29. Provide management back-up for Director of Clinic Administration and/or AVP Health Services

    RESPONSIBILITIES FOR DELEGATED SERVICES MODEL: (Items 1 - 25 above, in addition to below)

    1. Staffs the Clinic Advisory Committee, ensuring regular meetings, agenda preparation, and follow-up on action items.
    2. Establishes the means for and ensures effective and timely communication among all parties.
    3. Assures that the hospital contracting departments (e.g. health information management, information technology, lab x-ray, housekeeping, etc.) meet service expectations and other contractual obligations.
    4. Establishes service expectations for all contracted hospital and medical group departments.
    5. Evaluates and makes recommendations regarding hospital service contract arrangements.
    6. Prepares and recommends variances from AltaMed policy & procedure or adaptation of hospital-based policy & procedure due to specific needs of this operational arrangement.

    Qualifications

    1. Current, valid CA RN license required

    2. High School diploma required. Bachelors/ Master’s Degree in Business, Nursing, Health Administration and other health related fields is required.

    3. Minimum 7 years experience as a clinic manager/administrator in a private or public sector medical clinic or equivalent.

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