Clinic Manager, Administrative - Pasadena Main Clinic - Full Time 8 Hour Days (Exempt) (Non-Union)

Manages all clinical operations under the direction of the Director. Manages clinical and administrative responsibilities of the office including directing the work of clinical supervisors administrative and medical staff of the department/clinic. Oversees operations of patient care programs. Directs nursing practice education and services. Supervises the utilization of resources and the application of new technological developments in patient care. Performs complex and varied administrative and clinical assignments. Serves as a personal contact for physicians staff and outside departments in order to address problems issues or concerns that require attention.

Essential Duties:

• Serves as a personal contact for physicians staff and outside departments in order to address problems issues or concerns that require attention.
• Directs compliance with regulatory and accreditation agency standards and federal and state regulations regarding patient care. Prepares for inspections by agencies.
• Investigates and resolves incidents and complaints or suggestions from physicians patients visitors and staff. Corrects deficiencies if any and prepares documentation or explanation as needed. Records and investigates all incidents/accidents that occur.
• Oversees activities of quality assurance programs for patient care provided by unit.
• Develops and implements administrative policies and procedures. Ensures adherence to policies and procedures provides interpretation as needed.
• Develops and implements security related procedures such as office opening and closing routines recognition of duress signals and key controls.
• Coordinates security activities with University Public Safety Department. Promotes and maintains standards for security conscious awareness and behavior.
• Maintains knowledge of Universitys crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
• Financial Management:
• Responsible for monthly monitoring of financial results variance reporting and action plans to meet established budget objectives.
• Reviews and manages income statements.
• Supervises inventory management including purchasing product selection and supply usage.
• Ensures patient and treatment charge information and other related data are accurate and submitted to the USC billing office in a timely manner
• Ensures patient and treatment charge information and related data are accurate and submitted in a timely manner by means of the designated
• reporting system.
• RISK Management:
• Ensures compliance with all policies and procedures in accordance with State and Federal Regulations for patient care and services (HIPAA CMS OSHA CLIA or other governing services).
• Maintains Quality Assurance Programs as required by all Keck Medical Center policy and procedures.
• Constantly looks at current processes and procedures and identifies and implements areas of improvement while adhering to all pertinent regulatory requirements.
• Participates in and leads clinic-based quality assurance meetings and all applicable in-services.
• Participates and leads clinic-based quality assurance cost containment.
• Facility/Equipment Management:
• Ensures equipment and supplies are maintained to provide quality care and to ensure the safety of patients and teammates.
• Identifies and plans prompt corrective action for any issues with safety or equipment and systems.
• Participates in the development and periodic revision of policies and procedures with the Regional Operations Director/Ambulatory Administrator to assure consistent efficient and safe operation of clinic/program.
• Patient Care Management:
• Participates in development and revision of policies and procedures with the Regional Operations Director/Ambulatory Administrator to ensure consistent efficient and safe treatment delivery.
• Fosters a sense of urgency in teammates that promotes commitment to optimal clinical outcomes decreased wait times and meets all regulatory compliance for the clinic.
• Team Management:
• Directly or indirectly supervises all subordinate staff. Recruits screens hires orients and trains staff.
• Evaluates employee performance and provides guidance and feedback to assigned staff.
• Counsels disciplines and/or terminates employees as required.
• Trains all ancillary staff to ensure compliance with hospital policies. Maintains staff records. Makes recommendations for promotions terminations and salary decisions. Recommends and monitors the professional development of staff.
• Helps direct reports overcome any organizational obstacles encountered during projects.
• Knows understands implements follows and communicates to teammates all employment policies and procedures awards and other opportunities within USC Ambulatory Care Services and fosters a positive and Keck Culture workforce.
• Plans organizes and supervises the nursing ancillary and clerical staff to ensure the highest quality patient care according to all policy and procedures.
• Facilitates teammate development collaborate with direct reports to create professional development goals.
• Maintains familiarity with and communicates to staff regarding new programs impacting clinic operations.
• Addresses employee relations issues and appropriately and escalate as necessary.
• Determines staffing needs creates plans that promote the most efficient use of all teammates ensure coverage during all teammate absences.
• Utilizes flexing of staff in downtimes effectively while not compromising the clinical needs of the clinic.
• Reports and documents all teammate injuries according to established policy and procedures
• Knows and understands basic wage and hour laws Federal State and local laws and regulations Medicare and legislation affecting employment
• Reviews and approves timecards of direct reports.
• Tracks overtime attendance and PTO illnesses.
• Researches and responds to questions regarding payroll issues.
• Develops and conducts educational programs to keep teammates up-to-date on new policies and procedures new laws regulations impacting work and other information necessary to maintain teammates knowledge of departmental processes and goals.
• Maintains and communicates clinic emergency management programs and ability to act swiftly confidently in an emergency.
• Knows and follows all Keck medical Center of USC policies and procedures.
• Communicates information assignments priorities and special requests to staff. Manages workload of staff. Monitors status of pending items and follow-ups as needed.
• Creates maintains and communicates efficient and timely employee schedules according to the needs of the clinic.
• Marketing:
• Works with Regional Operations Director/Ambulatory Administrator and Physician staff to ensure full schedules and services are made available for patient care.
• Assists in all marketing opportunities that will provide education and access to clinic.
• Works with Call Center to ensure proper communication to center is always updated and accurate for patient care access needs.
• Performs other duties as assigned.

Required Qualifications:

• Req High School or equivalent
• Req Bachelors Degree Degree in a Related field

• Or 4 years of related equivalent experience in lieu of bachelors degree.

• Req 3 years Experience in managing clinical operations in a healthcare setting required.

• Req Excellent people management skills.
• Req Ability to motivate and challenge staff.
• Req High frustration and ambiguity tolerance.
• Req Demonstrates ability to utilize effective appropriate and diplomatic oral and written communication skills.
• Req Ability to bridge the gap between administrative demands and clinical needs.
• Req High skill and experience in process improvement.
• Req Familiarity with Word processing Microsoft office software and departmental applications.
• Req Excellent analytical problem-solving planning and evaluation skills.
• Req Organization/time management skills.

Preferred Qualifications:

• Pref Masters degree In a Health Care related field completed or in progress is strongly preferred
• Pref 2 years Experience in acute or ambulatory setting as a clinic manager.
• Pref Experience managing a multi-specialty clinic preferred.
• Pref Registered Nurse - RN (CA Board of Registered Nursing)

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
• Req Basic Life Support (BLS) Healthcare Provider from American Heart Association

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at or by email at. Inquiries will be treated as confidential to the extent permitted by law.

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