Clinic Operations Manager

Clinic Operations Manager

Compensation Range: $55,000-$60,000/annually commensurate with experience

Benefits: We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and textbooks.

Overview: The Clinic Operations Manager will be responsible for overseeing the clinic's daily operations, including billing processes, managing denials and self-pay accounts, ensuring proper scheduling and documentation, and handling daily reporting.

Primary Responsibilities:

• Ensure professional, efficient, and accurate scheduling of patient appointments across all clinics, providing coverage as needed.
• Oversee adherence to the Housing Works Patient No-Show Policy and Procedures.
• Provide coverage and support for the Health Center Director, Patient Care Coordinator, and Scheduling Manager during PTO and as needed.
• Answer all incoming calls in a courteous and professional manner, directing them to the appropriate person or department.
• Collaborate with the Director of Credentialing to monitor and follow up on provider and clinical staff credentials.
• Manage inventory of office supplies and client concessions.
• Oversee mail pickups and deliveries to branch offices.
• Supervise scanning volume, ensuring proper upkeep and labeling of all documents in eCW and eIcare.
• Greet visitors and coordinate interviews and meetings as needed.
• Maintain a clean, organized, and functional office space, ensuring all exam rooms are prepared for daily operations.
• Provide administrative support to the Health Center Director.
• Must be able to provide strengths-based, gender-affirming, trauma informed, low-threshold/ harm reduction-aligned healthcare to patients with diverse identities and lived experiences

Secondary Responsibilities:

• Registration, Scheduling & Administrative/Quality Assurance
• Assist and coordinate coverage between clinics as needed.
• Ensure a positive experience for internal and external customers by meeting expectations and maintaining high service standards.
• Understand client needs, provide effective support, de-escalate clinic concerns, and report issues to the Health Center Director as necessary.
• Ensure all direct reports receive training in customer service best practices, de-escalation techniques, and agency values.
• Open and process all incoming mail.
• Oversee the distribution, documentation, and reconciliation of MetroCards.
• Ensure all new clients are properly entered into eCW and eIcare, including MRN, SSN, and PRAPARE data.
• Assist in distributing Undetectables (UND) gift cards to eligible clients and ensure proper documentation in eCW and eIcare.
• Prepare the daily huddle sheet and participate in morning huddles with providers, medical assistants, front desk staff, medical case managers, and the nurse manager. Provide coverage for running the huddle as needed.
• Participate in data collection and daily reporting, including but not limited to:
• Primary Care, Psychiatry, OASAS, and OMH clinic visits
• Profitability tracking (e.g., monitoring reimbursement rates for billable visits)
• Department QI/UND meetings, including minute-taking
• Collaboration with the billing department to resolve billing and coding errors
• Provide coverage for the Patient Service Representative as needed, including front desk duties, scheduling appointments, and answering phones.
• Perform additional administrative duties and support office staff as required.

HR & Compliance Responsibilities:

• Directly supervise the operations team, including Patient Service Representatives, Intake Specialists, and Referral Specialists.
• Coordinate all subpoenas in collaboration with the organization's Compliance Officer.
• Adhere to all organizational policies, procedures, and Employee Handbook guidelines.
• Manage inventory, reconciliation, and ordering of UND cards, ensuring proper documentation.
• Oversee the daily insurance verification process conducted by Patient Service Representatives and Intake Specialists, ensuring uninsured clients complete sliding fee applications and are connected to NYS Marketplace Insurance options.
• Maintain communication and collaboration with Community Partnerships and internal departments to maximize patient visits.
• Participate in quarterly advocacy efforts.
• Comply with and actively participate in the mandatory HIPAA/Privacy Program and Employee Compliance Program.
• Escalate clinical and operational questions or concerns to the Health Center Director and/or Vice President as necessary.

Other functions that may be required with this position include:

• Assumes role of the Health Center Director, in their absence.

Job Requirements:

• Bachelor's Degree preferred
• 2-4 years of experience in the field or in a related area.
• Familiar with standard concepts, practices, and procedures within a medical field.
• Relies on limited experience and judgment to plan and accomplish goals.
• Performs a variety of tasks.
• Works under general supervision.
• Knowledge of billing and collections systems.
• Knowledge of eCW EMR system and data collection.
• Must be able to work evenings and weekends per month.
• Preference for individuals with experience working in a community-based setting, particularly with patients who are LGTBQIA+, and/or have experienced homelessness, substance use, and/or mental health challenges

Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State's first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit

Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at View email address on click.appcast.io

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