Clinic Operations Coord

Company: UW Medicine/Valley Medical Center
Location: Renton
Posted on: January 15, 2022

Job Description:

TITLE: Clinic Operations Coordinator

ROLE: See job description for Administrative Partner for generic job duties.

AREA OF
ASSIGNMENT: Primary Care, Specialty Care, Occupational Health or Family Practice Residency Clinic

HOURS OF
WORK: Days
RESPONSIBLE
TO: Clinic Manager

Prerequisites:
Training or education in office and personnel management, computer/database systems and accounts management.
At least four years recent experience in a medical clinic setting using a computer-
based practice management system.
Proficiency with PC software applications including Word, Excel and practice management systems
Ability to prioritize tasks and delegate duties.
Strong leadership skills.
Proven analytical skills in problem solving techniques.
Proven commitment and achievement to continuous improvement in processes and systems.
Detail oriented and accurate in output.
Minimum of two years leadership experience with staff, quality and staff productivity.

Qualification:
Comprehends, executes, acts and directs independently.
2. High School Graduate preferred, College degree - ideal.
3. Effective interpersonal skills in a diverse population.
4. Demonstrated ability to manage multiple tasks and demands given tight time constraints while ensuring a high degree of accuracy and attention to detail.
5. Flexibility to ensure adequate staffing levels (taking staff calls at home and directing resulting coverage).
6. Integrity and discretion regarding confidential information.
7. Ability to use a computer for extended periods of time.
8. Demonstrated ability to oversee medical front office staff, receptionist, scheduling and referrals, in a complex setting
9. Understands regulatory requirements (e.g. DOH, JCAHO) and know how these requirements apply to all relevant services and settings.
10. Ability to provide high quality products which meets and exceeds the needs of external and internal customers.
11. Ability to communicate the vision or core purpose and make the vision sharable by all staff. Understands how areas of responsibility affect the whole product.
12. Proven effectiveness in verbal and written communication with the team, department, and other customers.

UNIQUE PHYSICAL/MENTAL DEMANDS, ENVIRONMENT, AND WORKING CONDITIONS:

PERFORMANCE RESPONSIBLITIES:
Generic Job Functions: See Generic Job Description for Administrative Partner.

Unique Job Functions:
Participate in interviewing of applicants and coordinate the hiring process.
Trains and coordinates orientation for newly hired employees.
Ensure adequate staff coverage for the clinic operations including approval of all staff time-off requests. Take calls from staff unable to come in as scheduled and assess/direct coverage. Completes all PSR scheduling. Assess clinic-staffing needs on a daily basis and recommend low census.
Provide administrative support to the Clinic Manager. Maintain clinic meeting agendas and minutes, administrative reports, training logs, accounts payable, payroll and non-medical supply par levels.
If relevant to the setting, coordinates care of all new OB patients. Maintain positive relationships with local Health Departments and other community resources to ensure continuous OB referrals to the residency, as relevant to the setting.
Act as an expert resource regarding practice management system. Provide computer training for operations staff to ensure their efficiency with all medical center applications. Including but not limited to Practice Management system, Billing and Scheduling, Registries, Time and Attendance, etc.
Reviews and analyzes phone performance data, and recommends improvement strategies.
Maintain all provider clinic schedule templates. Recommend changes to maximize patient scheduling efforts.
If relevant to the setting, works closely with Residency Coordinator/Faculty physician's regarding residents educational requirements, as appropriate.
Collaborate effectively with Clinic Leadership as appropriate to ensure smooth outpatient clinic experience for the physicians.
In Clinic Manager's absence, act as liaison for the patients, visitors and staff, providing assistance to inquires when ever possible. Act on behalf of the Clinic Manager (in his/her absence) in responding to patient complaints, including facilitating and documenting a resolution.
Facilitates billing complaint resolution
Facilitates monthly ME reporting
Communicate effectively with multiple departments to ensure connectivity between clinic operation needs and hospital support channels (i.e. Information Technology, Engineering, Property Management).
Provide coverage for non-medical staff on an emergent basis only.
Writes and assists with the development of training materials and procedure manuals.
Responsible to coordinate all staff access to all computer services required for job completion.
Coordinates procedures for scheduled and unscheduled down time.
Participates in Clinic Operations Meetings and Leadership meetings
Provides leadership to all PSR staff. Establish effective communication and provide tools to maximize staff performance.
Reviews, participates in and facilitates the documentation of staff disciplinary action
Participates in evaluating staff performance and provides input to clinic management regarding staff performance.
Problem solves all daily operational issues for PSR staff.
Assists clinic manager, clinic coordinator, and medical directors in assigning work objectives and help provide methods to achieve quality care to patients and meet residency teaching goals, as appropriate to the setting

Prerequisites:
Training or education in office and personnel management, computer/database systems and accounts management.
At least four years recent experience in a medical clinic setting using a computer-
based practice management system.
Proficiency with PC software applications including Word, Excel and practice management systems
Ability to prioritize tasks and delegate duties.
Strong leadership skills.
Proven analytical skills in problem solving techniques.
Proven commitment and achievement to continuous improvement in processes and systems.
Detail oriented and accurate in output.
Minimum of two years leadership experience with staff, quality and staff productivity.

Qualification:
Comprehends, executes, acts and directs independently.
2. High School Graduate preferred, College degree - ideal.
3. Effective interpersonal skills in a diverse population.
4. Demonstrated ability to manage multiple tasks and demands given tight time constraints while ensuring a high degree of accuracy and attention to detail.
5. Flexibility to ensure adequate staffing levels (taking staff calls at home and directing resulting coverage).
6. Integrity and discretion regarding confidential information.
7. Ability to use a computer for extended periods of time.
8. Demonstrated ability to oversee medical front office staff, receptionist, scheduling and referrals, in a complex setting
9. Understands regulatory requirements (e.g. DOH, JCAHO) and know how these requirements apply to all relevant services and settings.
10. Ability to provide high quality products which meets and exceeds the needs of external and internal customers.
11. Ability to communicate the vision or core purpose and make the vision sharable by all staff. Understands how areas of responsibility affect the whole product.
12. Proven effectiveness in verbal and written communication with the team, department, and other customers.

Keywords: UW Medicine/Valley Medical Center, Renton , Clinic Operations Coord, Healthcare , Renton, Washington