Job Description:
1. GENERAL POSITION INFORMATION
Position Name: Clinic Office Manager
Classification: Exempt
FTE: 1.0
Work Hours: Monday-Friday 8:00am – 4:30pm
Department/Division: Clinic Services
Supervisor: Associate Vice President for Clinic Services and Community-Based Clinical Education
Location: Onsite, 8000 NE Tillamook St., Portland, OR 97220
Benefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.
2. POSITION SUMMARY
The Clinic Office Manager supports patient care services by:
1. Monitoring healthcare operations compliance with respect to local, State, and Federal regulations, including HIPAA.
2. Providing leadership to the team of Patient Service Representatives (PSRs) to ensure exceptional patient experiences.
3. Collaborating with program leadership to effectively manage student intern and clinician schedules.
4. Ensuring the appropriate maintenance and certification of clinic equipment and adequate supply of clinical inventory.
3. SUPERVISOR RESPONSIBILITIES
# of employees this position supervises: 4
Job titles of employees supervised: Patient Service Representatives
4. KEY RESPONSIBILITIES
Healthcare operations compliance (50%):
- Maintain a centralized database of compliance documents for clinical personnel including proof of licensure, CPR/BLS, and CE.
- In collaboration with the AVP and Human Resources, administer required training in HIPAA, FERPA, and Title IX for all clinic personnel.
- Ensure physical and electronic documents are handled in a secure, HIPAA compliant manner.
- Ensure the records request process is secure and HIPAA compliant.
- Routinely monitor healthcare operations for compliance purposes.
- Generate end of month patient visit reports.
- Close encounters in EPIC HER.
- In collaboration with the AVP, implement a quarterly compliance audit process.
- Serve as a designated site specialist, and the primary liaison between UWS and OCHIN, including OCHIN billing services (OBS). This includes ensuring the EHR is being used optimally, and patient encounters are being coded and discounted appropriately.
- Ensure compliance with the clinic’s fee schedule.
- Serve as the clinic’s designated records custodian, including being the liaison with 3rd parties (e.g., attorneys).
- In collaboration with the PSRs, monitor the patient’s experience through feedback and resolution of concerns, escalating appropriately when necessary.
- Support Diagnostic Imaging operations in collaboration with the Director.
- Collaborate with facilities on emergency preparedness plan design and drill execution including recording of trainings.
- In collaboration with PSRs, ensure voicemails are returned in a timely manner and mail is filed daily.
- Process clinic deposits and report financials to the business office weekly.
Providing leadership to the team of PSRs (30%):
- Supervise and manage PSRs
- Ensure adequate staffing with front desk coverage between clinic operating hours. This may require the office manager to cover as needed.
- Oversee PSR duties, including checking patients in for appointments, scheduling new and follow-up appointments, fulfilling records requests, managing patient complaints, scanning and indexing clinic documents, and administering quality surveys.
- Conduct regular check-ins with all direct reports to monitor performance, track progress on the completion of work duties and responsibilities and discuss successes and challenges.
- Conduct annual performance evaluations for all direct reports.
- Maintain safe and healthy work environment by establishing and enforcing organization standards and adhering to legal regulations.
Managing scheduling (15%):
- Collaborate regularly with program leadership in all academic programs to ensure clinician and student scheduling needs are met.
Clinic equipment and inventory (5%):
- Ensure supplies and inventories are fulfilled and within budget to effectively operate and deliver a positive patient experience.
- Collaborate with AVP on the development and oversight of the annual clinic budget.
- Maintain a centralized database for annual equipment maintenance.
- Maintain a centralized database for clinic supplies.
- Ensure vendors are paid when due.
5. UWS CORE VALUES
Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines.
Curiosity: We are innovative, open minded, and forward thinking.
Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.
Professionalism: We are responsible, respectful, and accountable.
Student-Focus: We work for the common good of students’ academic and professional success.
Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.
6. EXPECTED COMPETENCIES FOR SUPERVISORS
Developing & Retaining Talent: Ability to recruit, retain, and develop high performing individuals aligned with UWS’ core values and institutional goals. Completes performance reviews and development plans for all direct reports on time. Ability to provide constructive feedback and coaching to direct reports, including individuals who are underperforming.
Managing & Stewarding Resources: Prepares budget(s) to appropriately support department/division functions and goals. Meets or exceeds performance goals and budget targets. Effectively manages departmental resources and processes and seeks opportunities to create efficiencies. Effectively manages relationships with vendors and/or contractors.
Leading & Managing Change: Promotes a culture of continuous improvement within department/division with a focus on effective and efficient processes and procedures. An openness to change and the ability provide leadership and clear communication to stakeholders throughout the change process. Engages employees in the change process and develops commitment for sustaining change.
7. POSITION QUALIFICATIONS
Required
Education & Training: High school education or equivalent
Experience: 1-3 years’ experience in supervisory role within a healthcare setting
Related knowledge, Skills, and Abilities: Effective communication skills, leadership/team building, and strong organization
Preferred
Education & Training: Bachelor’s degree
Certifications & Licenses: Project management certification
Experience: 3-5 year's experience in supervisory role within healthcare setting
Related knowledge, Skills, and Abilities: Creating clinic budgets, and effective management of labor productivity
Other Qualifications: EPIC electronic medical record experience
8. APPLICATION, SCREENING AND HIRING PROCESS:
Screening of applicants will begin immediately, and the position will remain open until filled. To apply, please submit a resume and cover letter; you may attach your materials as Word or PDF documents.
University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.
University of Western States offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.
https://www.uws.edu/about/employment/
University of Western States is an Equal Opportunity Employer.
