Clinic Manager

SUMMARY: Manage and oversee the daily activities and business operations of the clinic. Maintain inventory control, clinic manuals and minutes of monthly meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensures the clinic is open and ready for business at the beginning of each business day.
• Provides oversight to ensure the telephone, triage calls and walk-in patients are handled appropriately.
• Provides oversight to ensure appointments are scheduled appropriately and new patients are given the proper insurance and payment paperwork per office policy.
• Provides oversight to ensure patients are greeted appropriately, registered on computer system and all necessary insurance information is compiled along with all required patient forms.
• Provides oversight to ensure patients have been contacted who miss appointments with reason recorded in patient charts and appointments are rescheduled as needed.
• Provides oversight to ensure all diagnostic reports, correspondence, transcriptions, etc. is filed in patient charts.
• Maintains personnel schedules and vacations with little or no overtime.
• Provides oversight to ensure all required logs are being completed accurately and in a timely manner.
• Ensures the completion, storage and security of all clinic medical records.
• Supervises the distribution of the mail to the appropriate clinic personnel in an accurate and timely manner.
• Monitor daily deposits and reconciliations.
• Review accounts assigned to bad debt, whether in collections or if payments have been received and contact collection agency with updates.
• Provides oversight to ensure charges for services rendered are properly entered into the computer billing system.
• Knowledgeable of medical billing practices.
• Knowledgeable of Level I Healthcare Common Procedure Coding Systems (HCPCS) comprised of Current Procedural Terminology (CPT-4) and International Classification of Diseases (ICD) codes.
• Knowledgeable of Medicare, Medicaid, Insurance Managed Care Plans and Worker’s Compensation.
• Manages Accounts Receivable effectively.
• Monitors receivable for incorrect contractual allowances, non-covered services and payments recorded on incorrect date of service. Prepares adjustment report when necessary for approval.
• Monitors credit balances, prepares a request for refunds as needed and presents for approval.
• Reads and monitors bulletins from plans subscribed to for changes and updates in claims submission.
• Fields and answers questions from patients regarding account/s. Replies to any inquiries in a timely manner.
• Maintains personnel schedules and vacations with little or no overtime.
• Assists Administrator in securing any temporary employees required to cover vacations/sick leaves.
• Supervises and/or trains employees in all functions of the clinic.
• Prepares performance reviews for the clinic staff on a timely basis and maintains thorough written reports regarding any discussions, reprimands, etc. with clinic staff regarding professional insufficiencies or behavioral issues.
• If necessary, maintains inventory controls, prepares a purchase order for medical/pharmacy purchase and when applicable reviews all packing lists for accuracy giving lists and invoices to Hospital Business Office.
• Supervises and ensures yearly inventory count is systematically counted, priced, extended and totaled.
• Maintains updates for all clinic manuals.
• If necessary, monitors and prepares quality assurance report, attends monthly meetings and prepares minutes of clinic meetings.
• Monitors and prepares infection control reports.
• Monitors Exposure Control Manual to ensure all employee education requirements are current; all immunizations, etc. are current for all professional and non-professional clinic staff.
• Completes special projects that may require defining problems, determining work sequence and summarizing findings.
• Communicates clearly written and oral medical information to professional practitioners and/or the public.
• Collects and provides clinic statistics to management consultant.
• Ensures the department is in compliance with the rules and regulations of HIPAA.
• Ensures that documentation by medical providers conforms to legal and procedural requirements.
• Monitor and administer the Charity Program.
• Ability to use independent judgment and manage and impart confidential information.
• Follows established standards, policies and procedures.
• Motivated and independent to work and organize so that all job functions are completed appropriately.
• Projects a positive attitude toward job responsibilities, medical providers, co-workers and administration.
• Develops and maintains positive, effective working relationships with other employees, supervisors and medical providers.
• Responsible for the implementation of and compliance with all safety policies and procedures within the department.
• Attend continuing education classes as requested and required.
• Miscellaneous duties as assigned requested or required.