Assistant Clinic Manager

Overview

At Vista Community Clinic (VCC) , we believe healthcare is more than medicine, it’s about hope, community, and impact. For over 50 years, we’ve been a leader in the community clinic movement, growing from a small volunteer-driven effort in Vista to a nationally recognized network of state-of-the-art clinics across San Diego, Orange, Los Angeles, and Riverside counties. Today VCC has 14 clinics serving over 70,000 patients annually, we continue our mission of delivering exceptional, patient-centered care where it’s needed most.

As a private, non-profit, multi-specialty outpatient clinic, VCC provides more than healthcare, we provide opportunity. Here your skills are celebrated, your growth is supported and your work makes a difference. We know that our success is a direct result of the exceptional talents and dedication of our employees.

✨ Benefits include: ✅ Competitive compensation & benefits ✅ Medical, dental, vision✅ Company-paid life insurance ✅ Flexible spending accounts ✅ 403(b) retirement plan 

Why VCC?

• Winner of the 2025 HRSA Gold Medal for Outstanding Care, placing VCC among the top 10% of Federally Qualified Health Centers in the U.S.

• Recognized by HRSA as a National Quality Leader in Behavioral Health and Diabetes and for excellence in Preventive Health and Health IT.

• A robust training & development culture to help you grow and advance your career.

• A workplace built on respect, collaboration and passion for care.

Responsibilities

Job Summary

Assist and support clinic manager in providing oversight of clinic operations. Direct and supervise patient flow and program maintenance. Ensure adherence to all policies and standards; maintenance of quality control, staffing, training and counseling of employees; inventory and maintenance of facility.

• Directly supervise the Lead Patient Service Representative, empowering the Lead PSR to take charge of job responsibilities by making them responsible for the following, but not limited to,
• Ensure PSRs are using Well, running Pointcare for all SFS patient, referring to CEC as needed, printing in-case reports for all patients, accurately completing chart prep and collecting accurate demographic information
• Ensure standards regarding PSR errors are met
• Ensure all shifts are appropriately staffed
• Monitor patient schedules and ensure that all appointment slots are booked
• Decrease voided encounters
• Follow up and re-schedule no shows and cancelled appointments per policy
• Improve PCP continuity schedule
• Interview and evaluate staff, advise and perform corrective actions
• Assist in the coordination of the clinic and ensure excellent customer service
• Provide orientation for new hires to the clinic, including a tour of the site, introduction to co-workers, location of necessary equipment and relevant staff functions
• Oversee job assignments, lunch and work schedules for back and front desk staff; recommend changes as needed
• Approve employee time and attendance for payroll
• Assist in daily productivity reports, cycle time, testing, maintaining and updating back and front office skills
• Enter appointment schedules in system for appointment availability
• Assist clinic manager with:
  • Audits
  • Tri-annual assessments
  • HIPAA and safety walk-throughs
  • Completion of reports
  • Supervising components on weekly Operations matrix
  • Interviewing and evaluation of staff
  • Advise and perform disciplinary actions

• Ensure communication of information and procedures between all shifts to ensure all instructions are followed
• Provide support and guidance to staff
• Complete weekly Operations Matrix Report in a timely manner
• Monitor check-in process and patient flow; facilitate systems to reduce clinic waiting time from front office to providers
• Assist in resolving patient and staff complaints; serve as patient advocate
• Responsible for building security, including arming and disarming alarm system, locking all doors; front, back, departments, patio, playground, dental, billing and pharmacy
• Responsible for collecting and securing all money collected
• Assist in conducting quality assurance of front and back office policy and procedures
• Cover staff positions when needed
• Maintain stock and order clinic and managed care program literature
• May order and maintain office supplies
• Responsible for overall cleanliness of facility
• Responsible for reporting unusual occurrences to the Clinic Manager
• Manage provider productivity
• Monitor patient schedules and ensure that all appointment slots are booked
• Find provider coverage to reduce uncovered clinic hours
• Monitor and minimize staff overtime
• Monitor patient cycle time
• Review patient records to ensure all chart documents are completed
• Ensure that patient labs are entered into NextGen and followed up on in a timely manner
• Submit proper reporting forms to Administration in a timely manner
• Enhance professional growth and development through participation in educational programs, current literature
• Ensure that patient encounters are coded and completed in a timely manner
• Review in-service meetings and workshops with PSRs to ensure timely communication of updates
• Support the vision, mission and goals, and demonstrate a commitment to the values, of the organization

Qualifications

Minimum

• High School graduate or equivalent
• Minimum five years’ experience in a medical/dental setting
• Medical/Dental Assistant Certificate (for departments that require ACM to work as an MA/DA)
• Current CPR certification (including BLS Child, Infant, Adult with one-time hands-on skills training)
• Minimum one year supervisory or lead experience
• Valid California driver’s license, current vehicle insurance, and reliable transportation to travel between sites for meetings and/or to gather information for reporting purposes
• Bilingual English/Spanish

Required Skills/Knowledge/Abilities

• Knowledge of community health centers and public assistance programs, state and federal regulations and manage care systems
• Knowledge of Medi-Cal, Medicare, CHDP and special government programs
• Typing/data entry proficiency minimum 35 wpm
• Experience/familiarity with computers, Microsoft Office products, business e-mail communication systems and internet search capabilities
• Ability to understand concepts and train others
• Ability to interface with all levels of personnel in a professional manner, including people of all social, cultural and ethnic backgrounds and within the constraints of government funded programs
• Ability and willingness to meet the organization’s attendance and dress code policies
• Ability to handle confidential materials and information in a professional manner
• Excellent customer service skills and commitment to providing the highest level of customer satisfaction
• Good verbal and written skills necessary for communication with patients/clients, providers and other staff

Preferred Skills/Knowledge/Abilities

• Experience/familiarity with Practice Management and Electronic Dental Records systems, NextGen preferred

Pay Range

• $28.00 - $31.00 per hour