Dental Clinic Manager

BASIC FUNCTION

A Clinic Manager I is a key administrative role responsible for overseeing the daily operations of a healthcare clinic, typically a single site with up to (4) providers. This position plays a crucial role in ensuring smooth functioning and efficient delivery of healthcare services.

PRIMARY RESPONSIBILITIES AND DUTIES

1) Operations Management:

a) Manage and coordinate all aspects of daily clinic operations

b) Ensure appropriate staffing schedules

c) Review and implement clinic workflows centric to the patient

d) Review and manage the organizational and clinic/site resources to ensure the appropriate allocation to optimize efficiency and patient satisfaction

2) Financial Management:

a) Monitor and manage the clinic's financial performance related to elements under span of control, including adherence to grant standards

b) Advise, develop, and implement strategies to improve financial outcomes and control costs

c) Reconcile daily receipts and day sheets to prepare timely bank deposits and summary recap reports as directed

3) Quality Improvement Focus:

a) Develop and implement quality improvement programs to maintain high standards of patient care and compliance with organizational and industry regulations.

b) Monitor and analyze key performance indicators and implement improvement initiatives based upon data measures

c) Ensure staff and providers are aware and involved with initiatives to identify and implement performance improvement activities

4) Patient Relations (Customer Service):

a) Create and maintain a culture of customer excellence

b) Ensure excellent patient experience by addressing patient concerns, resolving complaints, and implementing measures to enhance patient satisfaction and loyalty

5) Regulatory Compliance:

a) Remain updated on healthcare regulations, policies, and procedures

b) Ensure the clinic's compliance with relevant legal and regulatory requirements.

6) Communication, Collaboration, and Team Engagement:

a) Foster effective communication and collaboration among clinic staff, providers, colleagues, and other organizational team members to achieve desired clinic performance and team engagement

b) Foster effective communication and collaboration among external stakeholders, such as local community organizations, insurance companies, vendors, and referring healthcare providers

7) Performs other duties as assigned

a) Effectively carries out tasks and responsibilities beyond core job duties and primary role. The additional duties may vary from time to time and encompass a wide range of activities that contribute to the overall success of the organization (floating, schedule variations, assisting co-workers, patients, visitors, customers, leaders, and other stakeholders in support of the organization.)

LEADERSHIP RESPONSIBLITIES

1) Provides overall management and direction to clinic staff:

a) Determines the most effective method for assigning responsibilities and duties to department employees.

b) Maintains job descriptions, procedures and other documentation related to the organization of the department.

c) Assigns duties and responsibilities, and ensures employees receive instruction/training needed to complete their job responsibilities.

d) Ensures that employees are aware of and adhere to all company policies and procedures and conveys all senior management communications and directives.

e) Reviews departmental work for thoroughness and accuracy and provides specific instructions to direct reports and employees on completion of tasks/responsibilities.

f) Prepares and conducts performance appraisals for immediate staff

g) Works with One up Leader and Human Resources to recruit, hire, and onboard staff.

h) Works with One up Leader and Human Resource to support the disciplinary and termination procedures when needed.

i) Effectively prioritize tasks and projects based on business needs and resources.

j) Ensure alignment of initiatives with organizational priorities and objectives.

k) Manage competing demands and adapt to changing priorities.

QUALIFICATIONS:

GENERAL PROFESSIONAL DEVELOPMENT

1. Organizational Skills - Displays more advanced organizational skills in an administrative capacity in order to organize projects or the work of others.

2. Problem Solving Skills - Devises effective solutions to situations encountered based on the general goals and objectives of the healthcare administrative function.

3. Communication Skills - Able to effectively communicate opinions drawn from conclusions using inference and logic.

4. Critical Thinking Skills – Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

5. Problem Resolution - Resolves conflicts that may arise because of disagreements between employees, between employees and customers/clients, or with the public, other legal entities, or governmental authorities.

6. Math Development - must be able to solve mathematical problems and understand statistics.

PROFESSIONAL/TECHNICAL KNOWLEDGE, SKILLS & ABILITIES

1) Preferred: Possesses Baccalaureate Degree in Business or Administration in a healthcare-related setting or human services field, usually in the form of a major in Business, Healthcare Administration, Nursing, or related Human Services bachelor's degree program.

2) Required: Two (2) years of related supervisory or leadership experience

3) Will Consider: Minimum of two (2) years of training and experience as a health service supervisor or manager within a healthcare-related clinic location can be substituted for formal training.

TECHNICAL SKILLS

1) Word Processing Skills - Prepares more complex documents in Microsoft Word including creating tables, charts, graphs, and other elements.

2) Spreadsheet Skills - Uses Microsoft Excel to analyze data, including the use of formulas, functions, lookup tables and other standard spreadsheet elements.

3) Graphics/Presentation Skills - Creates basic presentations in Microsoft PowerPoint.

4) Other Software Skills –

a) Uses HRIS to manage HR employee record keeping, workforce reporting, talent management, time & attendance, and benefits administration

b) Uses CRM or like software to manage and evaluate customer/patient information for business development of process improvement opportunities

LICENSES & CERTIFICATIONS

1) Required: Valid state Driver’s License

2) Preferred: Automobile insurance with reliable transportation

Mission: To provide evidence-based healthcare utilizing a patient empowered team approach resulting in individual wellness.

Vision: Best place for patients to receive care. Best place for providers to practice medicine. Best place for employees to work.

Values: Integrity, Respect, Empathy, Ethics, Excellence, Diversity, Safety, Professional.