Clinic Administrator Director

Job DetailsJob Location: Primary Care Clinic - Hayward, CA 94545Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $70,000.00 - $100,000.00 Salary/yearTravel Percentage: Up to 25%Job Shift: AnyJob Category: Nonprofit - Social Services POSITION OVERVIEW: The Clinic Director/Administrator reports directly to the Chief Medical Officer (CMO) and serves as the designated administrator of the Community Health Center in accordance with applicable provisions of California Code of Regulations, Title 22, §75046. The Clinic Director/Administrator provides day-to-day leadership and oversight of all non-clinical operations for the Community Health Center and Mobile Health Clinic, including administrative staffing, patient access, front-end revenue cycle processes, workflows, records management, support services, and operational compliance. This role is responsible for maintaining and strengthening established administrative and operational systems, ensuring they are effective, consistent, efficient, and compliant with applicable federal, state, and local requirements while supporting patient safety, access to care, and quality service delivery. The Clinic Director/Administrator translates regulatory requirements, organizational policies, and executive direction into effective daily operations and maintains continuous readiness for surveys and inspections conducted by the California Department of Public Health. The role works closely with the Chief Medical Officer to ensure alignment between clinical and operational functions, with the Chief Medical Officer maintaining authority over clinical care, protocols, quality improvement, and infection control, and the Clinic Director/Administrator maintaining authority over administrative systems, staffing, operational execution, and non-clinical compliance. This position collaborates with executive leadership, clinic staff, community partners, and La Familia’s behavioral health programs to support integrated, high-quality care across both clinic settings, monitor performance, identify opportunities for improvement, and foster a collaborative, inclusive, and high-performing environment aligned with the agency’s mission, vision, and values. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Administrative Duties: Title 22 Administrative Leadership and Accountability Serve as the designated clinic administrator with full responsibility for ensuring that the clinic is organized, administered, and operated in a compliant and effective manner. Maintain accountability for operational execution of clinic policies, administrative systems, staffing coordination, and support services necessary for licensed clinic operations. Ensure compliance with applicable requirements including: California Title 22 requirements Patient privacy and data protection laws (e.g., HIPAA) Workplace safety standards (e.g., Cal-OSHA). Ensure that policies and procedures are consistently implemented in practice, and that staff are able to demonstrate understanding and execution of their assigned responsibilities. Maintain awareness of the regulatory requirements applicable to primary care clinics and ensure that the clinic’s operational structure, records, staffing systems, organizational documents, and reporting processes remain current and inspection‑ready. Support licensing‑related submissions and changes, including administrator‑related updates when required by CDPH. Oversee non-clinical risk management processes, including incident reporting and corrective actions.Clinic Operations Management Maintain and optimize workflows for patient registration, eligibility verification, intake, referrals, medical records management, checkout, and coordination with outsourced billing services. Oversee day‑to‑day clinic operations, ensuring efficient processes that support high‑quality patient care and positive patient experiences. Manage operational systems and resources to support current provider capacity while planning and executing growth initiatives as services expand. Ensure ongoing operational readiness across facility, staffing, EHR, supplies, equipment, and policies to support uninterrupted clinical operations. Lead preparation for licensing renewals, audits, accreditation activities, and regulatory surveys; serve as the primary administrative liaison during inspections and compliance reviews. Monitor operational performance metrics and implement process improvements to enhance efficiency, compliance, patient satisfaction, and organizational outcomes.Policy Implementation and Operational Compliance Ensure that all clinic policies and procedures approved by leadership are translated into daily operations and consistently implemented. Develop implementation tools such as orientation guides, training checklists, workflow maps, monitoring logs, audit tools, and readiness checklists to reinforce policy compliance. Conduct routine rounding, spot checks, and internal operational audits to verify that required processes are being followed. Address gaps through coaching, retraining, workflow redesign, and escalation to leadership as appropriate. Lead administrative preparation for CDPH pre‑licensing inspections, surveys, follow‑up visits, and document requests. Coordinate mock surveys, readiness drills, and leadership reviews to verify that documentation is in place and that staff can accurately describe day‑to‑day clinic operations. Serve as the primary administrative contact during surveys for questions related to operations, staffing, organization, and implementation of clinic systems. Establish and monitor key performance indicators (KPIs), including: Patient access and scheduling utilization Wait times and patient flow No‑show rates Registration accuracy and clean claim readiness. Develop dashboards, analyze trends, and implement corrective action plans. Drive continuous improvement through workflow optimization and staff engagement.Administrative Staffing and Supervision Directly supervise front desk, registration, eligibility, and other designated non‑clinical administrative staff. Plan staffing schedules, assign duties, monitor performance, and ensure adequate daily coverage to support clinic operations, patient access, and workflow continuity. Oversee administrative cost controls, resource allocation, and operational efficiency. Recruit, orient, train, coach, and evaluate staff in accordance with organizational policies. Ensure that administrative staff understand their specific responsibilities, escalation pathways, patient service expectations, confidentiality requirements, documentation standards, and role in regulatory compliance. Promote cross‑training and workforce development to ensure continuity of operations, patient access, and service excellence during staff absences, leave coverage, staffing transitions, and fluctuations in patient volume.Patient Access, Front‑End Operations, and Service Flow Design and oversee front‑end clinic operations to support an efficient, patient‑centered experience from first contact through checkout. Oversee appointment scheduling processes, patient registration, demographic capture, insurance verification, eligibility workflows, front desk communications, and visit coordination. Ensure that the patient flow model is clear, consistent, and aligned with staffing and provider capacity. Monitor wait times, schedule utilization, no‑show patterns, registration errors, eligibility bottlenecks, and other indicators of operational performance. Make workflow adjustments to improve throughput, reduce delays, and support timely access to care. Coordinate closely with clinical leadership so front‑end operations support safe and orderly clinical flow.Revenue Cycle Support and Billing Coordination Support front‑end revenue cycle processes by ensuring accurate patient registration, insurance information capture, eligibility verification, authorization management, and timely transmission of required documentation to the outsourced billing partner. Monitor administrative workflows that impact reimbursement and communicate operational concerns to the appropriate internal stakeholders. Collaborate with the outsourced revenue cycle vendor and internal finance or revenue cycle staff to identify and resolve workflow issues affecting billing performance. Review operational reports and key performance indicators related to patient access, registration accuracy, scheduling, and documentation completeness, and implement process improvements as needed. Partner with clinic leadership and designated finance personnel to support budgeting, resource planning, and financial performance objectives. Monitor administrative resource utilization, staffing needs, and supply usage to support operational efficiency and cost‑effective clinic operations.Coordination with the CMO and Support for Clinical Operations Work in close partnership with the Medical Director to align administrative operations with clinical needs. Support implementation of clinical workflows, visit templates, standing operational processes, and staffing arrangements that allow providers to deliver safe, efficient care. Respect the division of authority in which the Medical Director retains responsibility for clinical oversight, QA/QI, clinical protocols, and infection control, while the Clinic Administrator ensures the operational systems needed to support those functions are in place and functioning. Support day‑to‑day coordination among front office, nursing support staff, providers, and behavioral health services so the clinic functions as one integrated system. Help resolve operational issues that affect clinical flow, patient experience, staff coordination, or compliance. Support the administrative and workflow integration of primary care and behavioral health services, including referral workflows, communication pathways, scheduling coordination, and transition planning for future co‑location. Work with clinical leadership to develop operational processes that support whole‑person care, shared workflows where appropriate, and smooth transitions between primary care and behavioral health services.Emergency Preparedness, Safety, and Operational Response Systems Ensure that the clinic has practical, operationally implemented systems to support emergency preparedness and response. Coordinate the administrative side of emergency readiness, including staff communication plans, emergency roles, drills, documentation, and accessibility of emergency resources. Support maintenance of emergency logs, contacts, checklists, and related readiness documentation. Ensure that staff know how to access emergency procedures and understand their assigned responsibilities during incidents such as fire, evacuation, medical emergencies, utility failure, or other disruptions. Coordinate with clinical leadership to ensure operational and clinical emergency response systems are aligned.Personnel Records, Training Systems, and Onboarding Infrastructure Coordinate and conduct onboarding and orientation for new employees, ensuring understanding of clinic policies, workflows, safety procedures, confidentiality requirements, and job responsibilities. Maintain employee training, certification, licensure, competency, and personnel records, ensuring compliance with organizational and regulatory requirements. Monitor required training, credential renewals, and continuing education, and coordinate follow‑up to ensure timely completion. Provide or arrange retraining and ongoing staff development to support performance, compliance, and operational excellence.Data Monitoring, Problem Solving, and Continuous Operational Improvement Monitor clinic operations through daily management, staff huddles, direct observation, workflow reviews, and operational indicators such as access, wait times, staffing coverage, no‑show rates, patient throughput, registration accuracy, referral tracking, documentation completion, and readiness logs. Identify problems early, investigate root causes, and implement corrective actions in a timely and practical manner. Use a continuous improvement approach to refine systems as the startup clinic matures. Document action steps, communicate changes clearly to staff, and follow up to verify improvement. Support leadership reporting on operational performance, barriers, corrective actions, and readiness milestones.Organizational Representation and Leadership Support Represent clinic operations in leadership meetings, project meetings, vendor discussions, startup planning sessions, readiness reviews, and survey preparation activities. Prepare summaries, reports, status updates, and operational recommendations for the CEO and leadership team. Serve as the operational point person for implementing leadership decisions related to clinic readiness, staffing, administrative systems, and opening preparation.Information, data, and technology oversight Ensure effective use and maintenance of information systems (EHR, practice management, reporting tools) and coordinate with IT for upgrades, security, and staff training. Gather, analyze, and report operational, financial, and clinical data for internal decision‑making, board reporting, and external compliance requirements. Promote data‑driven management practices, using dashboards/metrics to guide resource allocation and performance improvement.Community and External Relations Establish cooperative relationships with local health systems, FQHCs, community organizations, payers, and public health agencies to coordinate services and address community health needs. Serve as liaison between the clinic and outside entities (e.g., funders, regulators, advocacy groups) and manage public communications, reports, and community presentations. Regularly assess community needs, trends, and social determinants to inform program development and outreach strategies. QUALIFICATIONS & EXPERIENCE: Bachelor’s degree required in health administration, public health, business administration, public administration, healthcare management, or a related field. A master’s degree is strongly preferred. Minimum five to seven years of progressively responsible healthcare operations experience required, preferably in a community health center, federally qualified health center, ambulatory clinic, or similarly regulated outpatient setting. Demonstrated experience in clinic startup, operational implementation, or multi‑function ambulatory operations leadership required. Experience with California primary care clinic licensure, CDPH survey preparation, or Title 22 operational compliance strongly preferred. Experience in integrated primary care and behavioral health environments preferred. Demonstrates and models excellent “customer service” orientation and ability to work with diverse populations. Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties. Proficient in MS Office and Google Workspace products. Valid CA Driver’s license required. Auto insurance: If your vehicle is used for business‑related purposes, it is recommended that you inform your auto insurance carrier. BENEFITS: Excellent Health benefits package for you and your family, including: Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions, and employer‑paid life insurance. Vacation, 15 paid holidays, 12 paid sick days upon accrual Employee Assistance Plan to support you and your family’s well‑being and finances Pet Plan Benefit: PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service 403(b) retirement plan Work‑life wellbeing & excellent work hours La Familia understands the importance of work‑life balance! Our therapists enjoy flexible scheduling options, including hybrid work arrangements, to ensure high‑quality client care while maintaining their well‑being. License and Certification renewals reimbursed. Supportive/Collaborative work environment Opportunities for Growth and Professional Development: We believe in growing together. As a team member, you’ll have access to structured mentorship and ongoing training. Whether you’re pursuing licensure or looking to specialize in clinical psychology, we support your growth every step of the way. #J-18808-Ljbffr La Familia