Job title
Clinic Supervisor
Reports to
Director of Operations/CEO
Department:
Operations
Status:
Full-time Non Exempt
Operation Samahan Mission
Building Healthier and Happier Communities Together
Operation Samahan Inc. (OSI) is a federally qualified community health center that emerged over forty years ago. The agency serves low-income families and individuals in the County of San Diego in two (2) strategic areas with a high density population of Filipinos/Asian and other low-income, uninsured individuals - National City (Southern San Diego County) and Mira Mesa (North Central San Diego).
JOB PURPOSE
This position is responsible for planning, organizing and providing supervision of operational and clinical duties in the Clinic related to patient centered satisfaction, patient flow, efficiencies and provider productivity. The overall duties include but not limited to: monitoring the day to day activities of the clinic; direct supervision of actions and needs of the clinic staff; assuring a patient centered home is provided to patients; and exemplary health care is received.
It is the expectation that the Clinic Supervisor will work diligently to meet goals and achieve success in regard to the Health Center with emphasis on provider productivity, patient centered satisfaction and adequate patient work flow and to efficiently meet the performance measures of benchmarks, targets time expectations and error tolerances. The Clinic Supervisor will be a member of the care team and will work collaboratively with clinical and non-clinical staff, and is responsible for assisting in the promotion of the health and well-being of the panel of patients
ESSENTIAL DUTIES AND RESPONSIBILITIES
Role with staff:
Responsible for the direct supervision of the Front/Back Office staff, as well as other support staff at the Clinic.
Responsible for effectively managing overtime to minimize the Health Center cost.
Responsible for the daily, morning team huddle providing clear expectations and instructions to efficiently lead the day's operations.
Collaborates with Patient Service Representatives (PSR) and Lead Provider to identify operational problems and strives to resolve these in a professional and timely manner.
Role with Admin:
Coordinates and supervises monthly Leadership and staff meetings to develop agenda items and/or training information for scheduled team meetings.
Responsible for providing the Executive Director/Finance Director with information and reports as needed to prepare for annual budget.
Provides an objective and honest evaluation of staff as required by Human Resources.
Responsible for making direct contact with supervisor when calling in due to illness or emergencies.
Will participate in Committees as requested by Administrative leadership.
Role with Environment of Care/Safety:
Responsible for monitoring, inspecting and reporting safety hazards, facility needs and recommended improvements.
Works with Samahan Compliance Specialist and serves as the direct site safety coordinator.
Responsible for monthly and quarterly site inspections and conducts all required drills and inspections.
Assures new employees are trained on OSHA regulations, environment of care and infection control policies and conducts the safety walk through for new employees.
Ensures an appropriate environment for the administration of health care by assuring that exam rooms, nursing station, all equipment, and other work areas are kelp in a clean, safe, orderly fashion.
Role with Reporting:
Responsible for reviewing weekly operational reports regarding productivity, no show and cancellation percentages, 3rd next available appointments, patient cycle times, payer mix and patient age trends.
Responsible for researching, analyzing, planning, implementing and monitoring procedures and processes.
Responsible for the submission of provider hour reports in a timely and efficient manner.
Participates in CQI reporting to the CQI Committee as defined in annual CQI plan and shares results with staff.
Daily/Routine Task:
Responsible for the consistent monitoring of patient flow between front office, providers and other clinical staff to assure efficient use of staff time and exam room capacity.
Responsible for monitoring patient cycle times on a daily, consistent basis and identifies potential inefficiencies requiring analysis. Discusses inefficiencies with appropriate staff and/or leadership team members to determine and implement resolutions.
Responsible for interacting with patients assuring patient centered care is provided.
Responsible for adhering and enforcing Samahan Health Centers policies to staff regarding appropriate dress code, professionalism, courtesy and punctuality.
Responsible for assuring staff are not involved in "social networking" such as texting, cell phones, twitter, Facebook, internet usage, etc. during work hours.
Responsible for assuring the PSRs directs and leads the daily activities of back/front office staff duties in a timely and efficient manner.
Responsible for timely approval of directly supervised staff payroll using ADP system. Responsible for determining proper daily staffing and schedules staff according to budget and needs.
Responsible for planning and organizing staff coverage during position vacancies and staff shortages and informing supervisor for guidance as necessary.
Responsible for assuring PSRs provides adequate coverage for front office operations during position vacancies and staff shortages.
Works with Medical Director for provider coverage.
Responsible for clerical and clinical ordering of supplies/equipment according to purchasing policies, monitors utilization of supplies and oversees spending to assure budgets within limits. (Laboratory test and supplies (CLIA-waived and LabCorp), Pharmacy medications and Office supplies).
Responsible for reviewing monthly financial reports regarding revenue, expenses, budget variances, collection rates and accounts with receivable balances.
Maintains a smooth working relationship with supervised staff and has the ability to discuss employee behaviors and performance in a professional and supportive manner and to follow Agency discipline procedures as necessary.
Receives information and reports from PSRs in regards to interviewing, hiring, evaluating performance and implementing disciplinary actions to front office staff.
Responsible for screening, interviewing, hiring, evaluating performance and implementing disciplinary actions regarding supervised staff.
Clinical Tasks/Management Duties:
Understanding, promoting and educating clinical staff on all samahan policies and clinical protocols.
Collaborates with Clinical Trainer to coordinate training for clinical staff as necessary, based on needs and established protocols.
Responds to all emergency situations.
Triage patient calls per Samahan protocol.
Prepares clinical audits according to Agency protocols and guidelines.
Submits reports for child or elderly abuse incidents through established protocols.
Identifies and reports concerns regarding provider performance directly to Medical Director.
Works with Vaccine Coordinator to assure VFC and safety net vaccine standards are in place.
Ensures compliance on 340B clinic administered drugs (CAD ) at the clinic.
Oversees tracking logs for: laboratory, close follow-ups, STD's, colposcopy and referrals.
Oversees lab at clinic site to insure all controls and regulations are met according to CLIA standards and polices for this agency and works with Laboratory Coordinator to maintain compliance.
Ability to perform all nursing tasks and CLIA-waived labs.
Identifies incidents, sentinel events and patient complaints and reports these according to the established protocols within the time defined by policy, providing supporting documentation.
Works with Patient Care Coordinator to ensure patient screenings, follow-ups, education and referrals are done according to Samahan policies and protocols.
Financial Duties:
Assures deposits are taken to bank on daily basis.
Assures petty cash and cash drawer are locked according to Agency procedures.
QUALIFICATIONS
Associate degree or Bachelor's degree in Healthcare or similar field preferred.
Minimum of 2 years supervision required.
Holds a Medical Assistant certificate.
Strong written and verbal communication skills.
Demonstrate excellence in both internal and external customer service.
Teamwork orientation.
Able to take and follow through with delegated tasks and accountability.
Resourcefulness in problem solving.
Proven data analysis skills.
Proven organizational skills.
Intermediate proficiency in Microsoft applications: Excel, Word, Outlook, PowerPoint.
Ability to demonstrate excellent customer service and strong cultural competency.
Ability to adhere to strict confidentiality guidelines.