Clinic Operations Manager

Job Description Salary: $85,000 - $95,000 DOE The Clinic Operations Manager, under the direction of the Director of the Center for Resilience (CFR Director), will help oversee the daily administrative functions of the Center for Resilience, ensuring that all activities are conducted smoothly, efficiently, and in compliance with healthcare regulations and standards. This role involves supervising front office staff, optimizing workflow processes already in place, and encouraging high levels of client satisfaction through process efficiencies. The incumbent will oversee the organization’s electronic health records (EHR), EHR system optimization, related workflows, and data points. The incumbent will work closely with the CFR Director and other applicable departments to incorporate systematic workflows and effective collection of data and reporting. This position will oversee the organization’s patient records and monitor adherence to related policies and procedures. This position is anticipated to oversee the carrying out and refining of processes at the Center for Resilience and then expand oversight to other program areas with a strong reliance and connectivity with the Contract, Data and Compliance team. Duties and Responsibilities In concert with the CFR Director, help develop and implement clinic policies and procedures to enhance administrative efficiencies Supervise and delegate tasks to the administrative support staff Ensure compliance with the organization’s policies, state and federal healthcare laws, regulations, and accrediting agencies, if applicable Coordinate with licensed and non-licensed staff to ensure high-quality client care and services in accordance with workflows and functions Collaborate with program directors and executive leadership to support integration and service coordination of workflows across departments Analyze and report clinic performance data to clinical and agency leadership as needed Oversee a comprehensive and compliant staff credentialing process with counties and insurance companies Responsible for ensuring client data is entered into EHR including claims information, openings, closings, demographics and diagnosis changes as needed within in the electronic health records systems Create and maintain client records for assigned program(s) according to federal, state and local law, as well as agency policy and accreditation standards Monitor and track required documentation, ensuring accurate and valid completion and appropriate placement within the protected health information (PHI) of each client according to established programmatic, county, state guidelines, and communicate with the clinical team regarding missing or other applicable laws or regulations incorrect documentation. Verify monthly state and county Medi‑Cal/Private Insurance eligibility reports Verify coordination and management of Presumptive Transfer information as needed Review client charts within the EHR as appropriate and within the scope of job description to ensure compliance and proper and complete organization of records Provide administrative support for monthly utilization review procedures and attend internal and external QA related meetings Assist as needed in troubleshooting billing issues/inaccuracies and manage denials to ensure proper reimbursement Complete final audit of chart upon client discharge, archiving within the EHR after removing from applicable programs Process Record Requests in accordance with federal, state and local law and agency policy, as needed under the direction and after the review of the CFR Director. Utilizing Federal Privacy and Health Maintenance guidelines, oversee service points within the EHR Keep apprised of new regulations or requirements, in accordance with standard medical records practices Under the direction of the CFR Director ensure administrative staff accurately collects insurance information and sees to the proper application of the client payments as necessary Under the direction of the CFR Director participate in the development and implement of policies and procedures related to the above duties to enhance administrative efficiencies Provide knowledge and support during county and/or state audits Oversee and review the non‑billable data entry of support staff for the clinical team including adherence to timelines for documentation completion and uploading of artifacts to appropriate encounter notes Other duties as assigned Knowledge, Skills, and Abilities Excellent oral and written communication skills Ability to speak effectively before groups of employees Ability to read and interpret laws, regulations, documents, and procedure manuals Ability to write routine reports and correspondence Ability to deal professionally, courteously, and efficiently with the public and to remain calm under stress Ability to work various shifts Strong ability to work with diverse teams and manage multiple tasks simultaneously Ability to work independently, develop and deliver process recommendations, provide constructive direction to a team, and collaborate effectively Knowledge of HIPAA and confidentiality requirements in healthcare Knowledge of the Board of Behavioral Sciences of California’s performance and licensing guidelines for Marriage and Family Therapists, Clinical Social Workers and Professional Clinical Counselors. Knowledge of CPT and ICD-9 codes as well as billing requirements for Specialty Mental Health Services and Non‑Specialty Mental Health Services in accordance with state and federal regulations Knowledge of behavioral health terminology and office ethics Ability to apply knowledge across multiple programs to coordinate consistent application of charts and behavioral health records and integration with data and statistics for systematic effectiveness Thorough knowledge of accepted behavioral health records practices including health records ethics, classification, and nomenclature. Required Education and Experience Bachelor’s degree in healthcare administration, or a related field, with 5 years of progressive experience, or 10 years of progressive experience working in healthcare administration One year experience as a Clinic Operations Manager or similar administrative healthcare role Excellent organizational and leadership skills Proficiency in MS Office and data analysis software Knowledge of medical or healthcare billing Desired Education and Experience Three years of experience in a supervisor capacity overseeing behavioral health administrative operations Bilingual Physical Requirements Sitting: Up to 5 hours per day, not continuously Standing: Up to 1 hour per day, not continuously Walking: Up to 1 hour per day, not continuously Bending: Up to 1 hour per day, not continuously Repetitive use of hands and fingers Lifting: Up to fifteen pounds, on occasion Benefits Health Insurance Dental Insurance Vision Insurance 401(k) package Prestige Urgent Care Membership Paid Time Off The Children’s Legacy Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Consistent with the Americans with Disabilities Act (ADA), it is the policy of the Children’s Legacy Center to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact Human Resources at View phone number on click.appcast.io. #J-18808-Ljbffr