Clinic Manager

The Clinic Manager provides operational and administrative leadership for the day-to-day activities of Outside Ins clinic sites ensuring efficient high-quality and patient-centered care. This position oversees clinic operations supervises staff and supports compliance with regulatory and accreditation standards. The Clinic Manager works collaboratively with providers nurses behavioral-health clinicians and administrative teams to coordinate services and promote integrated trauma-informed care that reflects Outside Ins mission vision and values. They oversee the effective delivery of patient-centered services ensuring an integrated and care-team-based approach that aligns with HRSA and PCPCH standards and actively support certification and ongoing compliance with PCPCH requirements. This position may serve at either the Downtown Clinic or East Clinic depending on organizational need.

This position is the facilitator of change for the entire clinic championing process improvement collaboration and innovation to strengthen the delivery of equitable high-quality healthcare services.

ESSENTIAL DUTIES

Lead the operational oversight and implementation of program activities

• Manage daily clinic operations to ensure effective workflows and high-quality service delivery.

• Monitor patient access and encounters and lead adjustments to ensure open access remains a priority of the Agency.

• Monitor patient access assuring services are staffed appropriately and operations are efficient.

• Establish and maintain policies procedures and standards of program operations in alignment with organizational and regulatory expectations.

• Oversee patient flow scheduling and staffing to maintain efficiency and access to care.

• Ensure regular maintenance procedures and schedules for all medical equipment are completed and documented.

• Maintain clinic supply ordering and inventory systems to ensure adequate materials and cost control.

• Oversee the vaccine program and collaborate with main clinic staff to maintain Oregon State Vaccine Certification requirements.

• Ensure clinic operations comply with HRSA OHA PCMH PCPCH CARF FTCA and OSHA requirements.

• Support and maintain certification with PCPCH coordinating documentation reporting and site readiness.

• Maintain safety infection-control and emergency-preparedness standards.

• Coordinate clinic facility needs with Facilities and Compliance departments.

• Track and report operational metricsincluding visit volumes no-show rates and patient satisfactionrecommending improvements as needed.

Lead and manage patient care and quality

• Support quality-improvement initiatives to enhance care outcomes safety and patient experience.

• Fosters an environment of continuous improvement while assuring the clinic meets compliance requirements.

• Engages staff in continuous performance improvement efforts and fosters a culture of safety.

• Actively participates in and leads performance improvement activities to improve clinical and operational performance.

• Investigates system workflow and operational problems while engaging the team in implementing corrective actions.

• Collaborates with the Compliance Department to assure compliance with regulations certifications and funding requirements.

• Responsible for ensuring an excellent patient experience and that patient complaints and grievances are addressed and resolved in a timely and responsive manner.

• Partner with the Quality and Compliance teams to ensure documentation and regulatory standards are met.

• Participate in audits chart reviews and patient-feedback processes to identify areas for improvement.

• Address patient concerns and service recovery in collaboration with leadership.

Lead and manage staff ensuring staff engagement to meet organizational and clinic goals and objectives

• Recruit train coach evaluate and develop staff to maintain high performance and job satisfaction.

• Depending on staffing at your location provide administrative supervision of Operations Supervisors Front Desk Staff Lab Staff Community Health Workers Referral Coordinators and other assigned personnel.

• Support leadership and supervision development through regular meetings performance appraisals initiation of improvement work plans and personnel actions.

• Meet 1:1 with each staff regularly to review goals and issues and provide support.

• Provide performance management for each staff on a regular basis by providing feedback and completing the scheduled performance reviews.

• Lead and facilitate relevant team meetings to support and develop on-going training and competencies in clinic operations.

• Actively participate as a member of the Clinic Health Services Leadership Team contributing to strategic planning operational alignment and team development.

• Promote an inclusive trauma-informed and collaborative workplace culture.

• Conduct regular staff meetings and ensure effective communication between departments.

• Collaborate with the Chief Clinical Services Officer medical director providers other supervisors or managers and nursing leadership to ensure coordination of care and operations.

Regularly monitors fiscal performance of Outside Ins Medical Clinic

• Support the Chief Clinical Services Officer in developing and monitoring clinic budgets.

• Manage inventory ordering and vendor relationships to ensure adequate clinical supplies.

• Review financial and productivity reports ensuring accurate documentation billing and charge capture.

• Collaborate with the Finance and Billing teams to support revenue-cycle management.

• Manage program budget. Review and approve expenses.

Fosters Collaboration and Communication

• Serve as the primary operational liaison for assigned clinic sites.

• Collaborate with the OHP team Operations Managers Quality and Compliance teams and other key stakeholders to ensure effective coordination of services and achievement of organizational goals.

• Coordinate communication between clinical behavioral-health pharmacy and social-service departments.

• Participate in leadership meetings compliance reviews and agency-wide planning activities.

• Represent the clinic and organization in community and partner meetings as assigned.

• Serve as the point person for community partners community members OHA staff and facilities/maintenance.

• Manage internal and external communications of the Clinics clinical programs.

• Coordinates volunteer and community outreach opportunities.

Fosters and environment of continuous improvement while assuring Clinic meets compliance requirements

• Investigate system workflow and operational issues and make recommendations for improvement.

• Conduct quality improvement initiatives to assist staff in improving patient clinical outcomes meet operational expectations and achieve financial goals over time.

• Monitor East Clinic data for quarterly reports and outside inquiries.

• Ensure quality compliance and operation of the clinic laboratory in conjunction with the clinic laboratory coordinator.

• Ensure clinic operations comply with HIPAA HRSA OHA FTCA PCPCH and other applicable standards.

• Participate in inspections incident reviews and corrective-action planning.

• Foster a culture of transparency and proactive risk management.

• Maintain readiness for accreditation and external audits.

• Collaborates with the Compliance Department to ensure alignment with applicable federal state and local regulations certifications and funding requirements.

• Collaborate with Safety & Disaster Preparedness Program Manager in assuring site safety and preparedness in alignment with clinic protocols.

Other Duties

• Support organizational initiatives emergency-response efforts and quality-improvement projects.

• Perform other duties as assigned.

KNOWLEDGE

• Knowledge of community-health-center and FQHC operations including HRSA OHA PCMH PCPCH and CARF standards.

• Understanding of integrated medical behavioral-health and social-service systems.

• Knowledge of billing coding and compliance workflows in primary-care and behavioral-health settings.

• Familiarity with electronic health-record systems (Epic Athena or similar).

• Knowledge of infection-control quality-improvement and safety practices.

• Understanding of healthcare administration budgeting and process improvement.

• Proficient use of Microsoft Office programs including Word Excel and Outlook.

• Proficient in Health Information Technology systems including running and analyzing reports.

• Familiarity with Epic and Tableau is preferred.

SKILLS

• Strong leadership and supervisory skills with the ability to inspire and manage teams effectively.

• Ability to establish rapport and gain the confidence of team members patients peers administrators and staff.

• Ability to support the team concept including through program design and development.

• Openness to change and willingness to lead change within the organization.

• Excellent organizational prioritization and time-management abilities.

• Effective communicator with strong interpersonal and conflict-resolution skills.

• Proficiency in analyzing operational data and implementing process improvements.

• Skilled in problem-solving decision-making and collaboration across disciplines.

• Commitment to diversity equity inclusion and trauma-informed care.

EDUCATION AND EXPERIENCE

REQUIRED:

• Minimum 4 years of leadership or supervisory experience in a clinical or health-operations setting; Degree in Clinical Services Public Health or related field may substitute for 2 years of experience.

PREFFERED:

• Bachelors degree or higher in healthcare administration public health business administration or a related field.

• Experience in management of health care programs to include supervision of a multidisciplinary team strongly preferred.

• Experience working in a Federally Qualified Health Center (FQHC) or integrated community-health setting.

• Familiarity with OCHIN Epic Athena or comparable EHR systems.

• Lean Six Sigma or PDSA process-improvement experience.

• Bilingual (English/Spanish) preferred.

Working Conditions

This job is located in a standard office environment. There is some exposure to outdoor weather while walking to surrounding sites.

Physical Requirements

This job requires standing sitting walking for short distances between sites on a regular basis. Some stooping and lifting up to 10 pounds may be required on occasion. Regular use of hands and fingers to type. Talking and hearing is required on a regular basis.