Outpatient Practice Manager/Gilmore OP/1821/CC

Outpatient Practice Manager/Gilmore OP/1821/CC

The Practice Manageractively manages the daily operations of the Wellness Clinic and Outpatient Psychiatric Services provided in the various Outpatient Offices, working in tandem with the Senior Clinical Director and Medical Director to coach and engage staff while modeling expected behaviors. This position also manages clinic performance to improve quality of patient care and service, as well as employee and provider satisfaction and productivity. Develops and manages the clinic budget with the Chief Financial Officer, Medical Director, and other leaders to meet objectives, assuring efficient and effective operations. Assures success by researching, proposing, and implementing best practices. Employs active problem solving.

Key responsibilities include:

• Directly manages Clinic Staff including hiring, staffing, providing feedback, promotions, terminations, assigning work, providing work direction, training, reviewing performance, completing performance improvement measures, succession planning, managing grievances/suspensions and modeling and recognizing expected performance.
• Plans the day to day operations and assigns the tasks to appropriate staff members.
• Partners to develop solutions and implements improvement plans to improve patient satisfaction and provider satisfaction.
• Develops communication systems to provide information, obtain feedback and allow input from all stakeholders in decision making.
• Collaborates with key stakeholders in other locations to plan and promote strategies that enhance and improve operations. Serves as a liaison between practice physicians and office employees, and between the practice and other clinical and administrative areas.
• Ensures policies and procedures are followed, including those from human resources, compliance and risk management, contributing to a safe, effective and supportive work environment.
• Ensure outpatient services operate in keeping with licensure, accreditation, safety, managed care and other payer requirements and in keeping with criteria to achieve and maintain certification as a behavioral health home.
• Review and respond to patient and employee complaints and concerns in keeping with policy guidance; utilize and make interpretations of existing policies as appropriate.
• Directs, facilitates and participates in the coordination of services and activities to insure continuity and consistency of patient care across the PRC continuum of care and needs of clients/patients.
• Insures the confidentiality of protected health information through monitoring and enforcing policies and procedures in keeping with PRC's HIPAA confidentiality and security policies.
• Directs the development of care programs working in collaboration with clinical leadership. Collaborates with colleagues across the continuum to assure that care is seamless for patients.
• Works independently, while understanding the necessity for communicating and coordinating work efforts with other employees and organizations, as required.
• Oversees the implementation of approved plans and budget (manages expenses and volume) as they relate to clinic and outpatient services.
• Assists in the development and achievement of strategic and operational objectives for the various sites.
• Maintains active contact with clients and staff to minimize client "no show rates" and maximize professional staff productivity.
• Coordinate coverage for Outpatient Psychiatric Services and Crisis Stabilization Units.
• Review and approve time sheets for Outpatient Psychiatric Department staff, all physicians, Nurse Practitioners including PRN physicians and Medical APRN staff.

Competencies :

1. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
2. Knowledge of the English language, grammar, sentence structure, spelling and punctuation.
3. Ability to read, analyze, and interpret clinical information and technical procedures.
4. Knowledge of elementary statistical techniques and research methods.
5. Ability to gather and analyze facts objectively, draw logical conclusions and propose practical solutions to problems.
6. Ability to structure tasks, plans and objectives and to establish priorities, set and implement goals in a quick and effective manner.
7. Ability to interpret and apply pertinent laws, contracts, rules, policies, and procedures which affect the programs operated by PRC.
8. Ability to produce work with few errors and a consistently high standard of quality, including the ability to write final copy.
9. Ability to produce succinct, clear and logical written documents to describe and support program activities and changes.
10. Ability to understand, interpret and appropriately respond to customers' concerns, opinions and needs.
11. Ability to exercise considerable self-control in challenging circumstances.
12. Ability to adapt to and work effectively in a variety of situations.
13. Ability to effectively communicate information and respond to questions from patients, physicians, family members and other staff.
14. Ability to interact and communicate professionally with a variety of people, both on a one-on-one basis and in meetings and group presentations, must be able to relate to and work with ill, emotionally upset, and sometimes hostile people.
15. Ability to work cooperatively in a group/team setting.
16. Ability to take guidance and direction from supervisors.
17. Ability to make independent decisions and delegate responsibility and duties.
18. Ability to commit to focus on continuous improvement of workflow processes and procedures.
19. Knowledge of the theory and practice of clinical management.
20. Ability to apply considerable personal initiative in accomplishing challenging objectives.
21. Ability to work with interruptions, constant deadlines, and multiple assignments simultaneously.
22. Displays high standards of ethical conduct. Refrains from dishonest behavior.
23. Fosters and facilitates cooperation, pride, trust, group identity and team spirit throughout the organization.
24. Exchanges information with individuals or groups effectively by listening and responding appropriately
25. Knowledge of healthcare and managed healthcare, patient service delivery systems and knowledge of federal and state rules and regulations regarding documentation, confidentiality and billing processes.
26. Knowledge of applicable federal, state and local laws and regulations.
27. Experience with Microsoft Office Suite, including Excel, Word, Access and Power Point.

Education and Experience:

Education: Bachelor's degree required

Experience: 3 years of management or supervisory experience in mental health required. Preference will be given to experience working with persons with behavioral health disorders.

Language: Bi-lingual (Spanish) ability a plus.

Certifications :

None required.

Safety Equipment :

1. Universal Precautions
2. Comply with Occupational Safety and Health Administration (OSHA) Rules and Regulations
3. Life Safety Equipment (Fire Extinguisher)

Travel :

Travel between office locations and attendance at meetings.

Machines, Tool and Equipment Used :

1. Computer
2. Telephone
3. Fax
4. Copier

Physical Demands and Work Environment:

The work environment is characteristic of normal office conditions. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is an average office environment.


The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves. The employee may experience a number of unpleasant sensory demands associated with client's use of alcohol and drugs, and the lack of personal care. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


EEO Statement

One of the greatest assets of the PRC is the ethnic, cultural, and social diversity of its employees. PRC takes great pride in the diversity and values and respect of all its employees, regardless of race, color, sex, marital status religion, national origin, ancestry, genetic information, age, disability, gender identification, or sexual orientation.