Clinic Manager

APLA Health’s mission is to achieve health care equity and promote well-being for the LGBT and other underserved communities and people living with and affected by HIV. We are a nonprofit, federally qualified health center serving more than 14,000 people annually. We provide 20 different services from 15 locations throughout Los Angeles County, including: medical, dental, and behavioral health care; PrEP counseling and management; health education and HIV prevention; and STD screening and treatment. For people living with HIV, we offer housing support; benefits counseling; home health care; and the Vance North Necessities of Life Program food pantries; among several other critically needed services. Additionally, we are leaders in advocating for policy and legislation that positively impacts the LGBT and HIV communities, provide capacity-building assistance to health departments across the country, and conduct community-based research on issues affecting the communities we serve. For more information, please visit us at aplahealth.org.

We offer great benefits, competitive pay, and great working environment!

We offer:

Medical Insurance

Dental Insurance (no cost for employee)

Vision Insurance (no cost for employee)

Long Term Disability

Group Term Life and AD&D Insurance

Employee Assistance Program

Flexible Spending Accounts

11 Paid Holidays

4 Personal Days

10 Vacation Days

12 Sick Days

Metro reimbursement or free parking

Employer Matched 403b Retirement Plan

This is a great opportunity to make a difference!

POSITION SUMMARY:

Under the direction of the Clinic Director I/II, the Clinic Manager is responsible for the coordination and supervision of non-clinical operations (in areas of Medical, Dental, and Behavioral Health) in order to provide administrative and organizational support, maximize efficiencies, and champion customer service within the clinic.

CORE DUTIES & RESPONSIBILITIES:

 Plan, organize, implement, and monitor non-clinical front office Medical, Dental, and Behavioral Health operations, including but not limited to, the following areas:

o Customer service

o Appointment scheduling

o Patient registration and intake processes

o Communication between patients/clients, external agencies, or staff

o Inventory management of general office supplies

o Coordination of care for patients/clients accessing multiple services (e.g. Medical, Dental, Behavioral Health)

o Patient recall for population management initiatives

 Provide direct supervision of non-clinical front office administrators and dental office coordinator

 Exhibit cultural competency with the LGBTQ population, underrepresented and underserved communities, and populations living with/at high risk of contracting HIV

 Promote a welcoming and nurturing environment for patients/clients as well as staff

 Maintain utmost professionalism in the front office to all visitors of the clinic and with partner organizations

 In conjunction with Human Resources and the Clinic Director:

o Hire, train, and recognize qualified non-clinical front office staff fitting APLA H&W’s mission statement and performance expectations

o Monitor, coach, and appropriately discipline under-performing staff

 Perform regular check-ins and performance evaluations with direct reports as part of ongoing training and support, and identify opportunities for staff to develop knowledge

 Review accuracy and approve completed time sheets of direct reports using Paycom

 Ensure designated staff are opening and closing the clinic during hours of operation

BILLING & FINANCE DUTIES:

 Coordinate and maintain an accurate account of all monies received and spent by clinic in conjunction with the Finance department:

o Batch reconciliation for payments received

o Resolve billing inquiries/discrepancies with the Billing department

o Check requests with Accounts Payable

o Act as Petty Cash Custodian

 Collaborate with the Billing department to identify action plans and develop staff training to address billing errors resulted from registration and enrollment activities

 Perform regular chart audits to ensure registration, scheduling, and enrollment processes are completed accurately according to clinic policies and protocols

ACCESSIBILITY & PROCESS IMPROVEMENT:

 In collaboration with the Quality department:

o Coordinate completion of patient satisfaction surveys and subsequent planning and implementation of process improvements as part of delivering exceptional customer service

o Ensure process of patient recall functions efficiently to capture patients in a timely manner (e.g. ED/ER or post-hospitalization follow-up, dental recall, etc)

o Improve Quality performance measures from an administrative, non-clinical perspective

 Coordinate auxiliary services to assist patients with barriers to access to healthcare (e.g. interpreter services, transportation)

 Apply knowledge and awareness of community needs to process improvement decisions

 Collaborate with the Communications department in managing APLA H&W social media accounts making sure information is accurate, relevant, and current

SAFETY AND SECURITY:

 Ensure privacy protocols and regulations (e.g. HIPAA) are followed in order to keep staff, patients, clinic assets, and data safe and secure

 Enforce safety standards and regulations (e.g. OSHA, fire safety, ADA) and work closely with security personnel, safety teams

 Submit and follow-up on maintenance requests with the Facilities department to maintain working condition of equipment, cleanliness, and orderliness of the clinic

 Assist with emergency management and preparedness plans and tasks

 Assist with grant-funded and managed care organization facility and medical record audits

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS

REQUIREMENTS:

Training and Experience:

 Completion of Associate’s in Health Administration or related field of academic discipline preferred

 A minimum of one year of experience in managing a clinical practice (including dental and/or mental health practice is required, three years preferred

 Applied knowledge of ADA procedures and codes

 Experience supervising and developing personnel

 Experience working with physicians and providers in the primary healthcare system, dentists, mental health providers, and with community-based organizations and clinics

 Experience coordinating care between health care organizations, including acute, outpatient, and clinic settings

 Experience working with multiple benefits coverage programs, including private insurance and government programs

 Experience working in a Federally Qualified Health Center preferred

 Bilingual English/Spanish preferred

Knowledge of:

 Advance computer skills including the Microsoft Office suite

 Clinic/health care operations management

 HIV disease, and other health disparities and comorbidities

 Los Angeles County HIV and primary care service delivery system (including Ryan White)

 HIPAA and OSHA guidelines

 Quality management and performance improvement

 eClinicalWorks or similar electronic health record system

 Managed care eligibility and authorization process

 Public health outcome management methodologies

 Medical terminology; current ICD and CPT coding

 Healthcare billing processes and insurance plans (Medicaid, Medicare, and private/commercial plans; including dental and/or mental health preferred)

Ability to:

 Participate as an effective member of a large service-providing agency

 Attend meetings, trainings, and events, both internally and externally, as part of process improvements and self-development

 Demonstrate non-judgmental and compassionate care towards the LGBTQ population, underrepresented and underserved communities, and populations living with/at high risk of contracting HIV

 Maintain strictest confidentiality of clients

 Communicate effectively with clients, patients, staff, peers, and superiors

 Operate standard office equipment

 Demonstrate excellent written and verbal communication skills

 Perform word processing and data entry tasks

 Meet assigned deadlines

 Complete assigned tasks with minimal supervision

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. The position requires occasional travel to attend on- and off-site meetings.

SPECIAL REQUIREMENTS:

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes. COVID Vaccination and booster required or medical/religious exemption.

An Equal Opportunity Employer: minority/ female/transgender/disability/ veteran

To Apply:

Visit our website at www.aplahealth.org to apply or click the link below:

https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=142379&clientkey=A5559163F67395E0A2585D2135F98806