Clinic Manager

JOB SUMMARY

Under the direction of the Director of Operations, the Clinic Manager (CM) is responsible for the clinic's day-to-day operations. The CM will ensure that the highest quality of care is delivered to Via Care patients through excellent customer service and timely service delivery. The CM will have direct supervision over the site’s Front Office staff and Medical assistants. The CM will work closely with the LVN to ensure the Front and Back Offices work synergistically to support patient and care team needs. The CM will work closely with the Operations Director to implement workflows that support quality of care and efficiency management, including the effective utilization of EHR. Additionally, this position will support quality reporting measures, including Meaningful Use, UDS, Pay for Performance, PCMH, and HRSA 18 requirements. The CM will support providers in meeting their per-day targets by ensuring that the schedule is booked to capacity and by facilitating walk-in patients to replace no-shows

DUTIES AND RESPONSIBILITIES

• Complies with organizational policies and procedures

• Assist with the implementation of PCMH and Electronic Health Record (EHR)

• Review FD/MA/Provider billing error reports to identify action plans and develop health center staff training to address billing errors

• Ensures correct documentation and recording of all pertinent information in the patient's chart in compliance with Clinic policies, contract requirements, and government regulations

• Participates in preparing for facilities and programmatic audits

• In conjunction with the LVN, monitor all laboratory/equipment logs as required by program and funding guidelines

• Demonstrates a thorough knowledge of infection control procedures; strictly adheres to policies and procedures

• Observes Infection control techniques (i.e., including hand washing) of clinical staff (MAs/LVNs) and ensures timely documentation and submission of educational efforts with clinical staff (MAs/LVNs) to the Director of Operations

• Monitors strict adherence to universal precautions as established by the Centers for Disease Control and Prevention, the Occupational Safety and Health Administration, and the Department of Homeland Security/Office of Alien Affairs.

• Ensures clinical staff observe, record, and report to the provider the patient/client condition and reaction to medications and treatments

• Monitors staff compliance with dress code and badge policy at all times in patient/client care areas

• Assists the management team in recruiting and hiring of appropriate staff

• Assigns workloads, develops priorities, and establishes work schedules necessary to ensure timely and accurate completion of tasks.

• In conjunction with the Director of Operations and RN,, establishes accountability and performance goals and provides counseling, coaching, feedback, recognition, training, and development of staff (FD/MAs/LVNs)

• In conjunction with the Director of Operations, performs yearly appraisals and develops performance objectives, resulting in the growth and development of direct reports  . Attends and actively participates in all team and staff meetings

• Participates in and develops biweekly huddle opportunities in conjunction with the Director of Operations                  

• Communicates regularly and effectively with the COO/Director of Operations about patient flow issues and participates in improvement efforts

• Monitors supplies and coordinates with staff for the procurement of medical, office supplies, and equipment to ensure the availability of adequate equipment and supplies required to provide patient care services. Supports and participates in meetings and training seminars to continue education, knowledge, skills, and professional competence of the staff (FD/MAs/LVNs)

• Initiates appropriate emergency procedure and communicates with the providers/COO/Director of Operations

• Reports to the Director of Operations any unusual occurrences in a timely fashion

• Develops and ensures adherence to the clinic staff (FD/MAs/LVNs) schedule and bi-monthly/weekly/daily assignments

• Submit and follow up on IT and maintenance requests to maintain the working conditions of equipment cleanliness and orderliness of the clinic

• Ensures the cleanliness of the lobby, vital areas, lab, exam rooms, and proper functioning of equipment by visual inspection, routine testing, and other methods. Ensures and improves customer service to patients and staff by demonstrating skills that are consistent with the organization’s values

• Utilizes effective verbal and non-verbal forms of communication

• In Conjunction with the LVN/RN/Director of Operations hire, train, and recognize qualified staff fitting Via Care mission statement and performance expectations

• Responsible for ensuring the clinic opens and closes at the appropriate times, as well as ensuring security and privacy protocols (e.g HIPAA) are followed in order to ensure the staff, health center assesses, and data are safe and secure

• Assist with emergency preparedness plans and tasks

• Work with the Outreach and Enrollment department to retain assigned patients

• Assists with data collection and reporting for various programs

• Other duties as assigned

Vaccine for Children (VFC)

• In conjunction with the LVN, ensure program compliance by adhering to the regulations and standards set forth by VFC  

• maintains logs and completes required reporting to the Director of Operations

• Remains current with required trainings

• Executes directives and programmatic changes as indicated by the Director of Operations in Corrective Action Planning

• Participates in audit readiness activities

• Participates in ongoing Quality Improvement activities within the program

• Minimum BA degree in health care, public health, or a related field and/or 1-year supervisory experience

• Bilingual English/Spanish preferred

• Experience supervising and developing personnel

• Experience working with multiple benefits programs, including Private insurance and government programs.

• Experience with Microsoft word and excel

• Experience working in a Federally Qualified Health Center preferred

• Most possess current CPR and First Aid certification;

• Cultural and linguistic competency and diversity sensitivity;

• Ability to work independently and as a member of various teams and committees;

• Ability to communicate orally and in writing in a professional manner;

• Strong problem-solving and conflict-resolution skills; and

Special Requirements

• This position requires reliable transportation to travel between work sites. Use of a personal vehicle is not required if the employee can meet travel requirements by other means. Mileage reimbursement is provided when applicable.

• Subject to a criminal background check prior to employment

• TB and annual Influenza, to be renewed every year. Boosters as needed.

Compliance with all mandated vaccinations and all boosters is a term and condition of employment.

Environmental/Working Conditions:

Normal office environment. Occasional overtime may be required and/or hours may be shortened as business needs dictate. While performing the duties of this Job, the employee is regularly required to sit.  The employee is occasionally required to use hands to finger, handle, or feel and talk or hear. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, skills and working conditions may change as needed.

Equal Opportunity Statement:

Via Care Community Health Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Via Care Community Health Center complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

In compliance with California Labor Code § 432.3, as amended effective January 1, 2026, this job posting includes the pay scale for the position. The pay scale represents a good‑faith estimate of the salary or hourly wage range the employer reasonably expects to pay for the position upon hire. Actual compensation within the posted range will depend on experience, skills, and internal equity.