Clinic Manager (Los Angeles, CA)

About This Job

APLA Health delivers comprehensive healthcare, essential services, and a supportive environment of fellowship and understanding to every individual entering our facilities. Our devoted healthcare team is focused on offering individualized, empathetic medical care that is either free or low-cost, designed to address the specific requirements of every patient. Functioning as a primary medical home, APLA Health delivers a wide range of integrated services across more than 71,000 billable patient visits and close to 10,000 enabling services visits annually. These services encompass medical, dental, behavioral health, and HIV care; pharmacy services; PrEP counseling and management; health education and HIV prevention; and STD screening and treatment. For individuals living with HIV, we additionally provide housing support, benefits counseling, home healthcare, and the Vance North Necessities of Life Program food pantries, along with various other vital support services.

We provide excellent benefits, competitive compensation, and a positive workplace.

We offer:

• Medical Insurance
• Dental Insurance at no cost to the employee
• Vision Insurance at no cost to the employee
• Long Term Disability Insurance
• Group Term Life and AD&D Insurance
• Employee Assistance Program
• Flexible Spending Accounts
• 11 Paid Holidays
• 4 Personal Days
• 10 Vacation Days
• 12 Sick Days
• Metro transit reimbursement or complimentary parking
• Employer-Matched 403b Retirement Plan up to 6%

This role presents a meaningful chance to create a positive impact.

The hourly wage for this position ranges from $29.74 to $36.94. Compensation will be determined based on relevant experience.

POSITION SUMMARY

Reporting to the Clinic Director II, the Clinic Manager for GCHC-Annex oversees and manages the non-clinical functions within the Medical, Dental, and Behavioral Health departments. The role ensures the provision of administrative and operational support, enhances efficiency, and promotes superior customer service throughout the clinic.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Strategize, coordinate, execute, and oversee non-clinical front office operations for Medical, Dental, and Behavioral Health services. Key areas include:
  1. Customer service
  2. Appointment scheduling
  3. Communication with patients, clients, external agencies, and staff
  4. Volunteer recruitment and supervision
  5. Supervision of non-clinical front office personnel
  6. Management of patient registration and intake processes using Phreesia and other relevant platforms
  7. Ordering and inventory control for general office supplies
  8. Care coordination for patients accessing multiple services
• Directly supervise medical front office administrative staff.
• Manage personnel by allocating and delegating tasks as necessary.
• Create and refine clinic workflow procedures to increase staff productivity.
• Oversee staff attendance, punctuality, time-off requests, and verify accurate timekeeping in the PayCom system.
• Conduct weekly medical chart audits to ensure demographic data is correctly entered, documents are properly scanned and updated, appointments are checked in, and cases are attached as required.
• Perform regular check-ins and formal performance evaluations with direct reports.
• Demonstrate cultural competence in serving the LGBTQ+ community, underrepresented and underserved groups, and populations living with or at high risk for HIV.
• Coordinate with the Finance department to maintain accurate records of all clinic receipts and expenditures:
  1. Reconcile payment batches
  2. Resolve billing inquiries and discrepancies with the Billing department
  3. Process check requests with Accounts Payable
  4. Serve as the Petty Cash Custodian
• Collaborate with Human Resources and the Clinic Director to:
  1. Recruit, train, and acknowledge qualified non-clinical front office staff aligned with APLA Health\'s mission and performance standards
  2. Monitor, coach, and apply appropriate disciplinary measures for underperforming staff
• Assume responsibility for opening and closing the health center.
• Partner with Quality Department staff to facilitate patient satisfaction surveys and execute improvement plans to elevate service quality.
• Collaborate with the referral coordinator and external agencies to schedule patient appointments.
• Arrange auxiliary services to help patients overcome healthcare access barriers.
• Work with the transitions of care specialist to schedule follow-up appointments after emergency department visits.
• Partner with the enrollment and eligibility manager to perform quality assurance audits, ensuring registration and eligibility procedures comply with clinic policies.
• Collaborate with billing staff and the enrollment and eligibility manager to develop action plans and staff training aimed at reducing billing errors stemming from registration and eligibility activities.
• Quarterly review encounter reports to confirm demographic data collection meets state and federal reporting standards.
• Submit and track maintenance requests with the Facilities department to ensure equipment functionality and clinic cleanliness.
• Uphold safety standards and regulations and work with security, safety teams, and Facilities to maintain a safe environment for patients and staff.
• Ensure compliance with privacy protocols and regulations to safeguard staff, patient, clinic assets, and data.
• Incorporate community needs awareness into process improvement initiatives.
• Assist with emergency management and preparedness planning and tasks.
• Support grant-funded and managed care organization audits of facilities and medical records.
• Foster a welcoming and supportive atmosphere for both patients and staff.
• Help patients understand service limitations and aid them in resolving concerns.
• Maintain a professional front office presence for visitors, funding agencies, other health centers, AIDS service organizations, and community-based groups.

Other duties may be assigned as needed to meet business objectives.

On occasion, operational needs may require staff to work a non-standard schedule.

REQUIREMENTS

Training and Experience:

• An Associate’s degree in Health Administration or a related field is preferred
• Minimum of three years of experience managing a clinical practice; experience in dental or mental health settings is a plus
• Practical knowledge of ADA procedures and codes
• Proven experience in supervising and developing staff
• Experience collaborating with physicians, providers, dentists, mental health professionals, and community-based organizations
• Experience in coordinating care across various healthcare settings
• Familiarity with multiple benefits coverage programs, including private insurance and government plans
• Experience working in a Federally Qualified Health Center is preferred
• Bilingual proficiency in English and Spanish is preferred

Knowledge of:

• Advanced computer skills, including Microsoft Office suite
• Clinic and healthcare operations management
• HIV disease, health disparities, and related comorbidities
• Los Angeles County\'s HIV and primary care service delivery system
• HIPAA and OSHA guidelines
• Quality management and performance improvement principles
• eClinicalWorks or similar electronic health record systems
• Managed care eligibility and authorization procedures
• Public health outcome management methodologies
• Medical terminology and current ICD and CPT coding
• Healthcare billing processes and insurance plans

Ability to:

• Function effectively as part of a large service agency
• Provide non-judgmental, compassionate care to diverse populations
• Maintain strict client confidentiality
• Operate standard office equipment
• Demonstrate excellent written and verbal communication skills
• Perform word processing and data entry tasks
• Meet assigned deadlines
• Work independently with minimal supervision
• Communicate effectively with clients, patients, staff, peers, and supervisors

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

This is primarily an office-based role. It may occasionally involve bending, reaching, stooping, and lifting or moving office materials weighing up to 25 pounds. Daily use of a personal computer is required for entering, viewing, and editing text and graphics both on-screen and on paper.

SPECIAL REQUIREMENTS

• Must hold a valid California driver’s license, provide proof of automobile liability insurance, and have access to a personal vehicle for work-related duties.
• COVID-19 vaccination and booster, or a valid medical/religious exemption, is required.

APLA Health is an Equal Opportunity Employer.

To Apply

Please visit our website at www.aplahealth.org to submit your application, or use the following link:

https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=282472&clientkey=A5559163F67395E0A2585D2135F98806