CO Clinic Manager

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Closing date
Sep 28, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services
Employment Type
Full Time

Job Details

The Department of Otolaryngology is seeking a Clinic Manager who will be responsible for clinic operations. This position has operations management and financial responsibility and works collaboratively with the Assistant aadministrator-Clinical and the Division leadership team to meet clinical practice goals and objects, safety and revenue. This also includes the responsibility for the operations and daily supervision of personnel in an outpatient clinic. Responsible for assuring the smooth flow of patients and paperwork, managing the administrative staff, managing the revenue cycle and refining operations to improve patient, provider, and employee satisfaction.

The Clinic Manager is required onsite to work closely with the Asst. Administrator to prepare financial reports and clinical budgets. The CM will also focus on recruiting, training and administrative duties related to clinical operations and administrative staff. The CM must foster a team environment with a strong focus on employee engagement.

Specific Duties & Responsibilities:

Clinical Operations:

  • Responsible for the day to day clinical operations of Otolaryngology atSOC. Assures that the clinics are appropriately staffed to meet the operational needs. Works with administrative and physician leadership to establish policies and procedures where changes are needed to improve workflows.
  • Resolves scheduling conflicts, monitors room utilization, and maintains clinic patient flow at SOC.
  • Provides monthly ambulatory clinic practice reports, by site, provider and sub-specialty, to Divisional Leadership. Reports to include access, volumes, no-show rates, provider cancellations and other selected metrics to assess outpatient activity by provider compared to prior fiscal year.
  • Monitor Patient Satisfaction for the outpatient clinic practices and review strengths and opportunities for providers and clinical staff.
  • Ensure that the ambulatory clinic sites comply with the standards or requirements of The Joint Commission, Center for Medicare and Medicaid Services, and Environmental of Care. Work with the JHH Regulatory Affairs Office, JHHS Compliance Office, JHU CPA, and Office of Billing Quality Assurance as needed to clarify and address requirements.
  • Participate in the implementation of system capabilities to support registration, scheduling, billing, medical records, and communication to referring physicians.
  • Monitors monthly expenditure statements for budgets and prepares documents required to maintain balanced accounts for review and approval by the Assistant Administrator. Assists in the development of the annual clinical operating budget.
  • Monitors inventory and supply management for the clinic.
  • Review safety data metrics and incident reports to create an action plan.
  • Attends JHM Practice Management Meetings each month. Participates in other JHM work groups and/or committees as related to clinic operations.

Personnel Management:

  • Directly supervise patient service coordinators, medical assistants, medical office/clinic coordinators. This includes participating in the recruitment of staff, ensuring the most up-to-date training is provided, performance management, time and attendance and disciplinary management.
  • Conduct monthly administrative staff meetings to keep the staff informed about any changes.
  • Promote growth and development of staff to help creative a positive culture.
  • Supervise and set standards for daily productivity. Work with the Medical Director to communicate, manage and develop policies and procedures for the clinical operation. Respond to patient and employee suggestions and complaints, in conjunction with the Medical Director.
  • Create and maintain an environment that promotes the safest possible standards, methods and operations to assure the safety of patients and employees.
  • Identifies, studies and recommends solutions for clinical service problems. Coordinates yearly PPD’s and Flu vaccines for all employees. Updates OSHA Manual and performs yearly OSHA training for HAzCom, Bloodborne Pathogens , Fire Safety, Violence in the Workplace and HIPAA training.
  • Ensure staff licenses and certification are up-to-date on an annual basis.

Patient Satisfaction:

  • Conducts patient interviews regarding service concerns including staff interactions, clinic policies, and provider interactions.
  • Defuse patient relations issues at time of service.
  • Manages patient complaints from a scheduling and clinical operations perspective, investigating all perspectives of situations and providing formal feedback to the Leadership team. Implements corrective actions, as indicated, to ensure that the problems are not replicated. Ensures that staff and/or providers are informed of appropriate future actions.
  • Reviews Patient Satisfaction for the outpatient clinic practices.
  • Review patient satisfaction reports with Divisional and Clinic Leadership, and ensure that they are distributed to physicians and staff at each site.
  • Work with sites, as applicable, to develop annual action plans.
  • Provide and/or coordinate service excellence training as needed for clinical sites.

Compliance:

  • In partnership with Clinical Director, ensure that all staff and providers have fulfilled requirements set forth by external regulatory agencies or internal regulatory bodies.
  • Ensures that the clinic complies with the environmental standards or requirements of regulatory agencies and internal audit groups. Collaborates with HEIC for environmental rounds. Responds to any noted deficiencies
  • Appoints COVID Safety Auditors to ensure rounds are completed and reported
  • Coordinate fulfillment of clinic competency requirements of all staff partnership with the Clinical Director.
  • Educate providers and clinic staff regarding third party payer requirements, managed care contracts, and billing/documentation requirements.
  • Reports all HERO incidents according to JHM protocol and lead an internal review of the incident with Divisional leadership. Implement all required actions as identified by the HERO review.
  • Ensures all HIPPA violations are reported according to JHM protocol.
  • Completes the Hand Hygiene reporting requirements

Scope of Responsibility:

  • Knows the informal and formal department goals, standards, policies and procedures which may include familiarity of other departments within the school/division.
  • Is sensitive to the interrelationship of both people and functions within the Division and Department.

Decision Making:

  • On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the multi-use clinic.
  • Manage installation and training for all clinical IT systems. Develop skills in Epic, OCIS, Eclypsis, Keane, IDX and other clinical related systems.
  • Performs other projects and duties as related to the practice and clinical department objectives.

Minimum Qualifications (Mandatory):

  • Bachelor's degree required.
  • Three (3) years related experience.
  • Previous supervisory experience required.
  • Requires an understanding of changing reimbursement policies and third-party reimbursement.
  • Additional education may be substituted for years of related experience. Additional experience may be substituted for years of education.

Special Knowledge, Skills & Abilities:

  • Requires an understanding of changing reimbursement policies and third party reimbursement.
  • Previous lead or supervisory experience required.
  • Additional education may substitute for required experience, to the extent permitted by JHU standards.
  • Knowledge of medical equipment and instruments to administer patient care.
  • Knowledge of common safety hazards and precautions to establish a safe work environment.
  • Knowledge of medical safety practices and requirement to evaluate existing standards and implement new procedures.
  • Skill in exercising high degree of initiative, judgment, discretion and decision making.
  • Skill in establishing and maintaining effective working relationships with patients, medical staff, and the public.
  • Exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
  • Able to demonstrate a record of increasing job responsibility linked to the accomplishments in health care management.
  • Mature judgment, strong communication skills, and demonstrated leadership ability are also prerequisites for this position.
  • Must possess a strong personal and professional commitment to quality patient care and service excellence.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Classified Title: Clinic Manager
Working Title: Clinic Manager (Bethesda/Suburban)
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $47,457 - $65,303 annually (commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri (8:00-4:30)
Exempt Status: Exempt
Location: JH at Bethesda
Department name: ​​​​​​​SOM Oto Clinic
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

JH at Bethesda


The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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