Manager of Clinic Operations

Apicha Community Health Center aims to improve community health by providing access to comprehensive primary care, preventive health services, mental health, and supportive services. The center is dedicated to delivering high-quality, culturally competent services that enhance the quality of life. It also advocates for and offers a welcoming environment for underserved and vulnerable populations.

We’re seeking a dedicated Manager of Clinic Operations to join our team in Jackson Heights.  

Position Summary:

Under general supervision of the Director of Clinic Operations, provides support, guidance and administrative functions to ensure a smoothly functioning clinic and good patient relations. Serves as a liaison to the clinic with all other Apicha departments. 

Duties and Responsibilities:

• Visible at and responsible for monitoring the front desk activities to ensure efficient patient flow and proper scheduling; including performing the actual duties wherever volume deems necessary with the health center.
• Ensure established policies and procedures and work instructions are followed. 
• Ensures efficient patient flow, by assessing the availability of appropriate team members and notifies the Director of Clinic Operations as needed.
• Monitors front office staff-patient interactions to assure compliance and processes are followed, patient confidentiality is maintained, staff professionalism and positive customer relations. 
• Manages questions, problems, and corrections in connection with patient accounts.
• Monitors and assures proper inputs/updates of patient demographics, required data, accurate billing and collection, and appointment scheduling in the practice management system. 
• Responsible for the timely submission of daily cash deposits   in accordance with established procedures. 
• Meets with front desk staff weekly to evaluate workflow and provide guidance.
• Conducts and coordinates the departmental orientation and training of all new and existing front office staff on proper functions of the practice management system and other computer applications, understanding and enrollment process of special programs, standardized center processes, policies and procedures and work instructions. 
• Maintains managed care reports with current providers’ enrollment status. 
• Ensure all requests for medical records, school forms and other correspondence are appropriately documented and followed up while ensuring all state and federal regulations are appropriately followed. 
• Responsible for monitoring the referral process to ensure referrals are addressed appropriately and in a timely manner.
• Monitors scanning workflow and assure timely and accurate completion.
• Provide oversight of the on-line patient recruitment activities to ensure timely access to services and appropriate follow-up as needed.
• Obtains prior authorization for services when applicable.
• Keeps Director of Clinic Operations promptly and fully informed of all issues or unusual matters of significance and takes prompt corrective action, where necessary, or suggests alternative courses of action to address issues and improve systems. 
• In conjunction with the Director of Clinic Operations responsible for the timely completion and submission of employee evaluations in accordance with policies and procedures for front office staff. 
• Participates in the organization’s quality improvement projects.
• Ensure that patients, family members and clients are treated with concern and empathy, respect their confidentiality and privacy, and communicating with them in a courteous and respectful manner. 
• Addresses and responds to common inquiries or complaints from patients, co-workers, regulatory agencies, and members of the community.
• Maintains a favorable working relationship with other employees to foster and promote a cooperative and harmonious working climate which will be conducive to maximum employee morale, productivity, and efficiency. 
• Displays a positive attitude within the department and across departmental lines in support of Apicha CHC programs and mission. 
• Maintains a safe and clean work/patient care environment. 
• Maintains inventory of all office supplies and forms. 
• Performs other duties and/or special projects as assigned.

Qualifications:

• Associate degree with 3 years related experience required. 
• Understanding of scheduling efficiency and patient flow in a medical practice.
• Ability to manage staff questions, problems, and resolve conflicts.
• Ability to take initiative and follow through on projects.
• Ability to prioritize and manage multiple tasks in a stressful environment. 
• Ability to interface with licensed providers.
• Ability to work both independently and in a team.
• Fluency in Spanish or one of Asian languages preferred.
• Professional attitude and demeanor required.
• Working knowledge of Word, Excel, Outlook, Adobe, and PowerPoint.
• Experience with EMR required, eClinicalWorks preferred.
• Able to work flexible hours including evenings and weekends.
• Ability to travel using public transportation.

At Apicha, we believe that serving the needs of our staff is just as important as serving the needs of underserved people of New York City as such we are proud to offer our team members a competitive employee benefits package which include 12 Paid Holidays, vacation and sick leave, Health Insurance Coverage, Flexible Spending Account, Life Insurance, Employee Assistant Program just to name a few.