This position is part of a team-based approach in providing patient-centered care. The purpose is to manage and supervise the operational and administrative functions, activities, and projects of Homer Medical Center under the direction of South Peninsula Hospital. Responsibilities include the managing, planning and coordinating the operations of the medical clinic to include: supervising clinic office staff, monitoring delivery of patient services, acting as liaison with patients, businesses, and other hospital departments, and collaborating with clinic physicians, billing/coder supervisor, front desk supervisor and the MA supervisor. Foster a team atmosphere, and guide office staff through the development of changes in the organization and in the delivery of health care. Maintain standards of high quality patient care and efficient operations.
NATURE AND SCOPE:
The Medical Clinic Office Manager position involves supervisory, operational, financial and administrative responsibility for patient care services provided by the medical clinic staff. The Medical Clinic Office Manager is under the supervision of the SPH Director of Physician Provider Practices.
Homer Medical Center/South Peninsula Hospital is a combined 22 bed critical access hospital and 28 bed long term care facility, orthopedic, and family practice clinics located at the southern end of the Kenai Peninsula. The medical clinic will accommodate outpatient provider services, and will provide reception, registration, pre-authorization, collections, and receipting functions for the Homer Medical Center/South Peninsula Hospital. The environment is generally pleasant, clean and well maintained. The position requires a moderate amount of mobility. The ability to reason, speak and have basic manual dexterity is essential. Physical demands are moderate and may include sitting, standing or sitting for prolonged periods, walking, stooping and occasional lifting. Psychological demands can be very strenuous. Most work is performed inside and the work is generally of a positive nature. Working hours are generally 40 hours per week, Monday through Friday, depending on clinic needs.
The Medical Clinic Office Manager has the latitude to perform his or her job duties in a thorough manner with the authority to manage the department under his or her direction, according to Homer Medical Center/South Peninsula Hospital policy and generally accepted management principals.
The Medical Clinic Office Manager is the supervisor of the Homer Medical Center office staff, not including physicians or licensed medical providers.
To direct Homer Medical Center services in such a way as to: 1) Maintain high quality clinical standards; 2) Set and obtain administrative goals; and 3) Facilitate professional growth and job satisfaction in employees. Multi-tasking, effective organizational skills, communicating with patients, providers, staff and coordinating needs within hospital departments can be a challenge. The individual needs to work quickly, efficiently and maintain a work ethic that demonstrates diplomacy and team cohesiveness while understanding patient, provider and staff expectations. Further challenges include understanding that certain times will be more stressful and work demands may escalate, particularly during development of and changes in clinic services and programs.
KNOWLEDGE AND EXPERIENCE:
This position of Medical Clinic Office Manager requires a Bachelor’s degree in Business Administration with five years of job related experience, including one year of supervisory experience. Five years of relevant work experience may substitute for a degree.
Perform all job functions in a safe manner, and encourage staff, providers and caretakers of patients to do the same for the prevention of injuries and errors.
Understand and follow HIPAA and OSHA guidelines, and encourage all staff and providers to adhere to them
Report all personal, on-the-job injuries per clinic/hospital policy.
Ensure that all injuries are investigated and reported within 72 hours of accident.
Meet with a personnel services representative within 72 hours of completion of investigation to discuss results of findings and to complete the occurrence report and follow-up recommendations.
Include safety topics in an in-service or training in department meetings.
PRINCIPAL ACCOUNTABILITIES include but are not limited to:
Prepare HMC, OB/GYN, Diabetic Education, and Behavioral Health operating budgets yearly.
Monitor the budgets throughout the fiscal year, make expenditure adjustments as needed.
Prepare capital budget requests with supporting documentation.
Run and distribute financial reports monthly.
Run and distribute financial and RVU reports quarterly.
Manage MRO accounts, contracts and payments.
Maintain adequate inventory of office supplies.
Monitor and sign all requisitions for office and medical supplies.
Track HMC expenses, submit check requests for payment.
Supervise non-physician staff at HMC, OB/GYN, Behavioral Health, and West Wing medical clinic to ensure the clinic operates in an efficient manner.
Assist in the development of clinic staff:
Provide opportunity for continuing education within and outside the medical clinic.
Participate with in-service education.
Supervise and complete performance evaluations for all staff.
Provide opportunity for all staff to attend staff meetings.
Recommend hiring of staff and termination of employment with cause.
Conduct corrective action procedures with staff when required.
Delegate and give clear instructions to support staff requesting feedback, being receptive to suggestions.
Compute and report to DPPP all providers’ daily work schedule on a monthly basis.
Monitor staff daily work schedules for efficiency and work flow.
Perform Notary Public duties.
Organize and conduct monthly inter-departmental meetings.
Supervise daily huddle meetings.
Complete various special projects as assigned, which may require reviewing and analyzing information, identifying problems, recommending solutions and writing reports.
Stay up-to-date on use of Evident and Athena system, and facilitate training and comprehensive use of both systems for all medical clinic staff.
Ensure appropriate statistics are compiled and submitted.
Set realistic administrative goals.
Organize and conduct quarterly staff meetings.
Ensure physician schedules are maintained, including vacation, CME, and clinic schedules.
Attend training and continuing education to stay informed and knowledgeable in all areas relating to practice administration.
Other duties and special assignments as assigned.
Meet Homer Medical Center/ South Peninsula Hospital requirements for treatment of all persons. Treat all patients with dignity, and follow established policies and procedures to preserve the patient’s right to privacy and confidentiality. Exhibit a caring attitude to patients, coworkers and visitors, including working cooperatively with others for a positive work environment and team building atmosphere.
Comply with attendance policies/procedures and meet attendance requirements of the job.
Participate in self-growth opportunities/requirements and participate in in-services and meetings.
Request help and/or guidance as necessary in order to safely perform assigned duties.
Conform to departmental dress standards, maintain good personal hygiene.
Plan and organize work activity to complete schedule assignments on time.
Complete an acceptable workload, accept additional tasks willingly.
Take appropriate 15 minute breaks and 30 minutes for meals.
Take no more than 4-7 sick days per year, except for extended illness/injury.
Understand and follow the chain of command in dealing with problems/concerns.
Comply with clinic policies and procedures.
Deal with interpersonal conflict in a healthy, positive manner.
Complete occurrence and other reports per clinic policy.
Demonstrate knowledge and practice of standard precautions for prevention of spread of disease.
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About HOMER MEDICAL CENTER / SOUTH PENINSULA HOSPITAL
Located on the southern tip of the Kenai Peninsula, Homer is alive with a variety of activities. Nestled on the shore of Kachemak Bay, Homer offers breathtaking views of glaciers, mountains and wildlife for year-round outdoor recreational opportunities.South Peninsula Hospital is a full-service hospital that provides for the needs of our community. We have a newly constructed and remodeled 28-bed acute care facility providing first-rate services in an entirely patient-focused and state-of-the-art facility.We offer a wide range of general and specialty services including a 24-hour emergency department, 25-bed skilled nursing home, surgery department, home health care, physical rehabilitation, laboratory and imaging department.