Overview

About the job
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This position requires Covid-19 verification of vaccination, or approved exemption.

West is opening a De Novo (new) clinic in Los Alamitos, and is offering an open Clinic Manager position ! Anticipated opening is October 4, 2021!

Primary Purpose

To administer and oversee West Dermatology’s policies and procedures with regard to daily clinic operations relative to both personnel and processes, to ensure the organization’s goals regarding clinical quality, compliance, patient and employee satisfaction, financial performance and growth expectations are consistently met and when possible exceeded.

Essential Functions

To assume overall responsibility for the performance of the clinic across the goals listed above.
To hire, train, motivate, retain, develop and support employees in a fair, equitable and professional manner and in accordance with West Dermatology’s policies.
To implement, monitor and manage daily, weekly, monthly all clinic policies and procedures.
To operate with a service mentality in support of the clinic’s patients, employees and providers.
To ensure all employees have the training, direction and resources to do their jobs effectively.
To ensure all employees understand the expectations of their position as set forth in their Position Descriptions.
To fairly and equitably provide ad hoc and formal quarterly performance evaluations, to ensure a fair, positive and productive work environment.
To create, manage and maintain employee work schedules that support the organization’s goals listed above.
Approval of timecards and pro-active management of MMPP, etc. once they have been reviewed and are completed properly and reflect actual hours worked.
To manage overtime on the basis of reasonable business justifications, and only in conjunction with your Shared Practice Manager (SPM).
To effectively manage all time-off requests to ensure the clinic is staffed appropriately each business day, including pre-approve all time off requests provided by the on site team members.
To convene regular meetings (weekly + monthly) with staff to review performance, share information, provide feedback, solicit input and comments, and ensure employees are delivering patient-centered care in our clinics.
To coordinate with Finance on an effective process for maintaining an accurate inventory of supplies ensuring a cost-effective, continuous supply of all item necessary for operations.
To thoroughly understand and be able to perform at a high-level all front desk duties, up to and including posting charges.
To ensure the safety of all West patient’s and employees in the clinic setting at all times and to monitor and appropriately secure all clinic-based assets of West Dermatology ( medical equipment, cash, time and devices and medical products, e.g. Botox, Restylane, etc.)
To ensure and measure excellent customer service through setting appropriate expectations of staff (i.e., front staff to greet all on-site patients within 10 seconds; answer calls within 3 rings), monitoring staff for desired behavior, and appropriate intervention and/or remediation.
To control petty cash.
To ensure all daily claims batches and bank deposits are handled balanced and accurate, and submitted by the next working day at noon.
To ensure the office is opened and closed according to posted schedule
To promptly respond to requests to include immediate completion of billing corrections and maintain compliancy of all billing related reporting.
To report to compliance all independent patient complaints, and coordinate to research and respond to all investigation requests from the patient complaint department.
Maintain full operational compliance and responsibility for preparation of site inspections, required governmental postings and communications.
To ensure compliance of pathology reporting, (diagnosis, inform and surgery) within the WISE system.
To pre-empt, coach and resolve conflicts as necessary and escalate to SPM when appropriate.
To ensure HIPPA and employment information confidentiality is maintained, relative to both patient and employee information.
To ensure all mail is delivered to appropriate parties at site and appropriate back-office functions.
To ensure cross-training of all personnel.
To be available on premises to provide employee/supervisor/peers with customer service in a professional and courteous manner, and to be a contributor to a positive work environment.
To perform special projects as directed by the Shared Practice Manager.
To perform other duties as assigned.

Qualifications

Requires knowledge of specialty clinic operations and medical management specifically as it relates to the practice of dermatology, as is generally acquired through 3 or more years of experience in a dermatology clinic.

Equal Employment Opportunity

West Dermatology is committed to a policy of equal employment opportunities for applicants and Employees. Employment decisions will comply with all applicable laws prohibiting discrimination in employment, including Title VII of the Civil Rights Act of 1964, The Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act of 1990, the Immigration and Nationality Act, the California Fair Employment and Housing Act, and all other applicable state and federal laws.

West Dermatology does not permit discrimination of any type against an employee because of any of the following legally protected characteristics: gender, race, color, religion, country of origin, mental disability, physical disability, marital status, gender identity, gender expression, ancestry, genetic information, medical condition, age, sexual orientation, or pregnancy.

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