Creating and Inspiring Healthier Lives
Position Title: Assistant Clinic Manager
Supervisor: Clinic Manager
Supervisory Responsibilities: Clinical Nursing Staff
FLSA Status: Exempt
The Assistant Clinic Manager provides successful day-to-day management and operation of Alluvion Health’s clinical nursing staff under the guidance of the Clinic Manager. Assists in the development, organization, evaluation and direction of the nurses and medical assistants at all clinical locations. The Assistant Clinic Manager is responsible for supporting the organization’s mission, goal achievement, organizational quality and patient centered care by providing leadership and clinical direction for clinical nursing staff. Additionally, in conjunction with the Clinic Manager, the Assistant Clinic Manager will manage staff scheduling, training, assessments and provide support in clinic when necessary. In partnership with the Clinic Manager and other members of leadership, the Assistant Clinic Manager will ensure the smooth operation of clinic-based services and the achievement of productivity goals. The Assistant Clinic Manager will provide leadership in establishing and maintaining a professional and respectful environment that supports teamwork while promoting dignity, privacy and confidentiality of patients and families.
All employees will exhibit the following behavioral traits:
Integrity and Trust
Individual is widely trusted and can present information and discuss situations in an appropriate and helpful manner, keeps confidences, admits mistakes, doesn’t misrepresent him/herself for personal gain. Is respectful in action and communication with clients, patients and staff.
Adheres to the organization’s mission during times of ease or challenge, is dedicated to the expectations and requirements of the mission and vision, acts in line with the values identified by Alluvion Health.
Understands and supports the team approach and integrated model of Alluvion Health. Is seen as a team player, cooperative and supportive of his/her coworkers, practices what he/she preaches. Can be candid with peers and fosters open dialogue. Creates a feeling of belonging on the team and holds self and team accountable to those behaviors.
Essential Job Responsibilities:
- In partnership with the Clinic Manager, supervises and coordinates various clinical personnel actions including but not limited to scheduling, directing, training, competencies, performance appraisals, promotions, monitoring time and attendance, and vacation schedules to ensure the clinic operates in an efficient manner and patients receive high quality customer excellence;
- Supervises and coordinates daily clinic activities as assigned by Clinic Manager, ensuring organized and smooth operations, oversight and management of providers daily schedules, patient flow, screening calls for Alluvion Health providers, overall management of patient satisfaction and risk management;
- Remain knowledgeable of staff’s roles and responsibilities, as well as areas of practice, to provide continuity of service during position vacancies, maintains work schedules for clinical nursing and support staff;
- Builds strong positive communication with providers and works as a team to enhance the success of the health center;
- Reviews, supports and implements changes in operational procedures by Alluvion Health’s Executive Team and Board of Directors to promote high quality patient centered care, productivity enhancement, risk management, cost savings, employee engagement and satisfaction and provides reports and recommendations to Clinic Manager;
- Works with Clinic Manager to plan and oversee clinical practice activities, including monthly staff meetings and preparation of meeting agendas;
- In partnership with the Clinic Manager, ensures all patient concerns are handled correctly by implementing corrective actions including documenting and reporting of results;
- In partnership with the Clinic Manager, ensures the smooth and timely flow of patients through scheduled appointments;
- In partnership with the Clinic Manger, ensures that clinical staff possess high-quality practice knowledge, appearance, and professionalism, assigns mentors and actively participates in new clinical staff on-boarding;
- Provides leadership, conflict resolution, motivation and promotes teamwork of nurses and medical assistants to achieve Alluvion Health’s goals and productivity thresholds;
- Partners with the Clinic Manger to oversee the use of the electronic medical record system for tracking quality improvement activities and progress on quality measures and assists in data metrics;
- Partners with the Clinic Manager to oversee the workflow of in-clinic or outside referrals to other community providers and organizations, hospitalization tracking and diagnostic test tracking;
- Develops operating procedures for nursing and other support staff for review by the Clinic Manager and Medical Director;
- Monitors and evaluates patient show rate and works towards maximizing community usage and access;
- Partners with the Clinic Manager to oversee program initiative implementation such as meaningful use, patient centered medical home, etc. to ensure compliance and improvement;
- Maintains confidentiality according to HIPAA;
- Works as a team player with staff and other community organizations to ensure quality services and program requirements are met to carry out the goals and objectives of the health center program;
- Establishes and maintains productive working relationships with fellow employees, supervisors, and the public;
- Works collaboratively with Clinic Manager to ensure compliance with HRSA 330 requirements and reporting including UDS, budget period renewals, audits, FFR and any other submissions required for compliance;
- Serves on Alluvion Health’s Leadership team and other formal and ad hoc committees and teams as appropriate;
- Maintains knowledge of current resources, legislative and program changes relevant to PCMH, Medical Home recognition programs, Meaningful Use and QI/QA initiatives;
- Assists Clinic Manager in the supervision and coordination of various personnel actions including, but not limited to, recruiting, directing, training, competencies, performance appraisals, promotions, monitoring time and attendance, and vacation schedules to ensure the clinic operates in an efficient manner and patients receive high quality customer service;
- Ensures recruitment, selection and promotion procedures are coordinated and carried out in compliance with federal and state guidelines and policies (such as EEO, ADA, and AAP) under the direction of the Clinic Manager. Provides technical assistance and advice to the hiring managers or directors in complex and/or non-routine recruitment/selection actions;
- Remains knowledgeable of support staff’s roles and responsibilities, as well as all areas of practice to provide continuity of services during position vacancies; maintains work schedules for reporting staff;
- Provides leadership, conflict resolution, motivation and promotes teamwork of employees in achieving agency goals;
- Familiarity with, adheres to, and ensures employee manuals, job descriptions, Alluvion Health’s policies and procedures, manuals, OSHA, HIPAA, CLIA and other regulations are maintained and followed by every staff member;
- Responsible for completing various special projects/events, which may require reviewing and analyzing information, identifying problems, recommending solutions and writing reports;
- Performs a variety of other duties as assigned; which may include but are not limited to: directing or participating in special projects and events, conducting research, representing Alluvion Health at meetings and conferences, and attending continuing education and training events.
Knowledge, Skills and Abilities:
Knowledge and understanding of:
- Healthcare leadership and management principles;
- Ability to diagnose and treat conditions within the scope of family practice medicine.
- Knowledge and understanding of the principles and standards of clinical practice in family medicine.
- Thorough knowledge of health promotion and disease prevention strategies.
- Understanding of the principles of patient education and change theory.
- Ability to work as a team member, establishing and maintaining effective relationships with patients and other staff.
- Exhibits cultural sensitivity.
- Ability to identify and treat chronic and acute illnesses and conditions;
- Diagnostic, laboratory, and x-ray procedures;
- Initial emergency measures and treatments in situations such as cardiac arrest, shock, hemorrhage, convulsions, and poisonings;
- Medications and medication effects.
- Federal grant requirements and regulations pertaining to federally qualified community health centers;
- Electronic Health Records software;
- Health information technology and HIPAA/HITECH compliance;
- Medicaid and Medicare billing practices;
- Supervisory principles and practices;
- Safety procedures and practices.
- Personnel administration
- Community involvement;
- Utilization of electronic medical records;
- The use of stethoscope and other equipment necessary for physical assessments;
- Working independently and being self-motivated while performing job requirements;
- Time management and organization;
- Policy development;
- Customer service;
- Effective written and verbal communication.
- Provide leadership;
- Establish and maintain effective community partnerships;
- Establish and maintain effective working relationships with staff, elected officials, department heads, health professionals and the public;
- Work independently and plan projects;
- Adapt to changes in the work environment;
- Manage competing demands, changes in approach or method to best fit the situation;
- Deal with frequent change, delays and or unexpected events;
- Adhere to a high degree of confidentiality and sensitivity towards the families involved;
- Maintain confidentiality and compliance with HIPAA privacy and security rules;
- Work with patients with diverse social economic and cultural backgrounds in an empathic, non-judgmental, respectful and professional manner;
- Work with people from all walks of life, such as individuals with various social and emotional histories, high risk, unemployed, and homeless, abused and people with mental health conditions;
- Work independently with little direction but also with a team;
- Read and comprehend materials;
- Analyze and compile information;
- Pass a criminal background check;
- Observe required work hours;
- Communicate effectively orally and in writing;
- Demonstrate punctuality;
- Meet established timelines and/or deadlines;
- Observe established lines of authority;
- Identify problems that adversely affect the organization and its functions;
- Offer suggestions for improvements.
- Bachelors of Science in Nursing Degree required;
- Three (1) to five (3) years of experience in a primary health care setting or equivalent;
- Experience in Federally Qualified Health Centers preferred.
- Current State of Montana Nursing License
Fluent in the English language. Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints.
- Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee is regularly required to sit and use hands and fingers to provide care to patients and operate computer;
- Frequently is required to reach with hands and arms;
- Must occasionally lift and/or move up to 50 pounds while transporting equipment and supplies;
- Specific vision abilities required by this job include close vision and looking into monitors for extended periods of time and ability to adjust focus which permits the employee to perform computer procedures, and to produce and review a wide variety of documents, correspondence, reports and related materials in both electronic and printed form;
- Clarity of speech and hearing that permits the employee to communicate well with others;
- Mobility that permits the employee to move about in a variety of building settings; Personal mobility that permits the employee to enter, operate and exit motor vehicles and travel to other clinic sites.
- Work indoors in climate-controlled environment 95% of the time.
- OSHA Exposure Category #1 (The normal work routine involves exposure to blood, body fluids, or tissues, but exposure or potential exposure may be required as a condition of employment.)
- Full-time, exempt. Typically, a 40-50 hour workweek. Some evenings and weekend hours as needed
This description is intended to describe the essential job functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time.