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Assistant Manager for Medical Office

Company: Families Together of Orange County
Location: Tustin
Posted on: November 17, 2021

Job Description:

The Assistant Manager will provide first-line supervisory oversight for the clinic front and back-office staff during a designated shift. Ensures that quality care is provided according to the policies and procedures, that patient flow/placement is efficient and that daily staffing needs are met to assure the highest quality of patient care, safety, and satisfaction.Special Skills:

  • Ability to set goals and judge results in accordance with the highest standards and respect; advance care through the development of new ideas and technology; promote teamwork to achieve Families Together of Orange County mission; as well as understand and exceed customer expectations, effectively solve complex patient care and organizational problems, role model positive and professional behavior at all times.Accountability
    • Reports as assigned ready to perform job duties at the beginning of the shift, takes breaks, and reports back to work at the specified time in accordance with Families Together Orange County. Demonstrates that absenteeism and punctuality are rare and for valid reasons.
    • Appearance exemplifies the professional image of Families Together Orange County through acceptable habits of dress, grooming, and hygiene.Technical Expertise
      • The Assistant Manager will ensure that all direct reports adhere to their job descriptions and follow FTOC Policies and procedures and will hold them accountable. The Assistant Manager will role model these behaviors at all times. Reports include but are not limited to: Daily provider availability reports, VFC Stock, OTC Inventory, Cross services report (Dental & Medical), Staff Meetings & Huddles w/providers (including sign-in sheets), report patient reviews, patients who leave early, and patients who receive appointments requested.
      • Achieves full use of EMR to work towards paperless visit model
      • Front office oversight: Oversees, and as necessary, performs administrative functions to include answering and prioritizing phone calls for patient care matters, chart preparation for clinical care, loose filing, and assisting with apt scheduling.
      • Maximizes clinic revenue by assuring staff knowledge and adherence to scheduling protocols, pre-registration -chart prep process, co-pay, self-pay, sliding fee at the time of visit, eligibility checking, and end of day financial reconciliation procedures.
      • Assures excellence of first impression towards customers with best-practice behaviors in front of staff.
      • Back office oversight: Oversees as necessary performs clinical functions to include patient prep for exams, orders, stocking, medication, and immunization inventory. -
      • Promotes provider satisfaction by assuring appropriate orientation, communication, and team consistency. -
      • Assures excellence in back-office customer service by monitoring behaviors and assuring best practices.
      • Administrative coordination: Oversight of staffing daily and monthly schedules, Time Off, and maintaining budgeted productivity goals. -
      • Assures regulatory readiness through staff competency completion, clinic quality checks, EMR chart reviews, and maintenance of all clinical records. Example POCT, VFC, etc.Teamwork/Collaboration
        • Values and respects the concerns and feelings of others. Demonstrates care, compassion, and appreciation for the team.
        • Identifies with the organizational goals including customer service, fiscal responsibility and understands their role within it.
        • Proactively takes action without being prompted. Responds quickly to requests for assistance from the team and works to resolve conflicts.
        • Purposely builds partnerships & networks creates connections and trust with individual and groups.
        • Demonstrates commitment to customer service - "goes the extra mile" to facilitate collaboration and collaboration among diverse groups aimed at improving service and or family-centered care.Communication and Information Sharing
          • Smile make eye contact and greet others, provide my name and role when interacting.
          • Communicate with sincerity, honesty, and respect for cultural diversity.
          • Actively listen with respect and compassion, without interrupting.
          • Encourage feedback and questions.
          • Partner with families in order to understand and meet their unique needs.
          • Collaborate to achieve optimal outcomes.Accountability
            • Commit to delivering excellent service every day.
            • Remember the importance of the "First Impression".
            • Adhere to departmental and FTOC policies.
            • Conserve FTOC resources and supplies by using them wisely and in the best interest of FTOC.
            • Take responsibility for my actions, welcome the views of others, and maintain objectivity.
            • Take pride in my environment by maintaining safe and clean surroundings.
            • Maintain professional boundaries with patients, families, colleagues, and vendors.Respect
              • Speak to patients and others in ways that are clear and non-judgmental.
              • Show concern, interest, and follow-through with commitments.
              • Do not engage in negative behaviors second-guessing, undermining, infighting, arrogance, gossiping, and backstabbing.
              • Ask patients and those I serve how I can best support them and never assume I know what is best.
              • Speak in a positive manner about our associates, medical staff and FTOC.
              • Respect privacy and confidentiality at all times.Excellence
                • Take ownership to continually improve processes within my role, department, and throughout FTOC.
                • Strive to improve self and the outcome of work.
                • Seek opportunities for improvement, understand what's expected of me, and apply best practices.
                • Embrace change and offer suggestions for a resolution to challenges.
                • Take action if I see an unsafe act or condition that impacts the quality of care or safety of others.
                • Recognize others for outstanding performance.Safety Compliance
                  • Completes annual compliance education
                  • Ensures MSDS sheets are reviewed annually
                  • Annual TB screening completed before the due date
                  • Annual Flu participation completion
                  • Required Certifications renewed and documented prior to expiration for self and direct reports.
                  • All Positions: Accountable for continually implementing and demonstrating patient safety in all assigned duties. Accountable within the scope of practice to assure that the safe delivery of healthcare services is maintained on an ongoing basis. Compliance with all safety-related policies and procedures.Preferred Qualifications:
                    • Three to five years of outpatient medical experience in a lead role working for a community-based organization, community health center.
                    • At least three - five years or more of customer service, patient registration and insurance verification experience.
                    • Knowledge and experience in working with diverse communities in the Orange County, CA area.
                    • Exceptional interpersonal skills.
                    • Strong writing and oral presentation skills.
                    • A familiarity with our programs throughout the organization.
                    • Exceptional organizational and planning skills.
                    • Time management skills.
                    • Effective communication skills.
                    • Familiarity with electronic medical records, Windows and Microsoft (Excel, Word, Outlook, etc.)
                    • Can display tact and respect with team members even when busy or hectic.
                    • Understands and carries out oral and written directions.Job Type: Full-timeBenefits:
                      • 401(k)
                      • 401(k) matching
                      • Dental insurance
                      • Employee assistance program
                      • Health insurance
                      • Life insurance
                      • Paid time off
                      • Retirement planMedical Specialty:
                        • Geriatrics
                        • Ob/Gyn
                        • Pediatrics
                        • Primary CareSchedule:
                          • 8 hour shift
                          • Monday to FridayCOVID-19 considerations:All PPE will be requiredApplication Question(s):
                            • What is your salary requirement for this position?Experience:
                              • Management: 3 years (Preferred)Language:
                                • Spanish (Preferred)License/Certification:
                                  • LVN License (Preferred)
                                  • Medical Assistant Certificate (Preferred)Work Location: One location

Keywords: Families Together of Orange County, Tustin , Assistant Manager for Medical Office, Executive , Tustin, California

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