Clinic Manager

Position Title: Clinic Manager

Department: Colusa Indian Health Clinic

Reports to: Director of Clinical Operations

Classification: Exempt

Position Status: Regular, Full Time

POSITION SUMMARY

The Clinic Manager oversees the day-to-day administrative and operational functions of the clinic. Works closely with the Director of Clinic Operations, providers, and leadership to ensure efficient operations, quality patient care, regulatory compliance, staff development, and financial performance.

The incumbent provides strategic, administrative, and day-to-day operational leadership across a comprehensive network of clinical facilities affiliated with the Colusa Indian Community Council. Reporting directly to the Director of Clinic Operations, this role oversees administrative functions, leads clinic personnel, and collaborates closely with healthcare providers, clinical supervisors, and organizational leadership.

The Clinic Manager is responsible for driving operational excellence, financial performance, regulatory compliance, and a culture of continuous quality improvement and patient safety across multiple healthcare specialties including primary care, pediatric, dental, physical therapy, optometry, and specialty care settings.

The incumbent is expected to work in accordance with the mission, purpose, and values of the Colusa Indian Community Council.

ESSENTIAL DUTIES and RESPONSIBILITIES

1. Directs the internal practice operations; creates benchmarks, tracks and reports progress, research process improvements/efficiencies, recommends and implements changes.
2. Researches process improvements and operational efficiencies and recommends and implements changes.
3. Monitors practice operations to ensure compliance with applicable guidelines, policies, procedures, and state regulations.
4. Oversees the front-end billing processes, co-pay collection, and collaborates with medical coders to ensure prompt insurance claims processing.
5. Hires, trains, onboards, and evaluates non-clinical staff (such as receptionists, medical records clerks, and billing staff).
6. Meets regularly with the Director of Clinic Operations and Quality Nurse Manager to review practice progress, operational issues, and areas for improvement.
7. Supports the delivery of high-quality patient care within the practice. Reviews patient care quality data and peer review information and develops action plans as needed.
8. Ensures the physical clinics are clean, secure, and properly maintained. Manage vendors and coordinate the procurement of non-medical office supplies and equipment.
9. Supports clinical leadership and the Director of Clinic Operations in developing plans to improve quality and patient safety.
10. Reviews annual staff and provider satisfaction reports with the Director of Clinic Operations, office leadership, providers, and staff.
11. Develops, implements, and monitors ongoing improvement plans based on satisfaction results and operational needs.
12. Interacts with patients and addresses patient concerns and complaints in a professional and timely manner.
13. Manages practice staff, including interviewing, hiring, training, supervising, and evaluating employees.
14. Conducts annual staff performance evaluations and presents evaluations to the Personnel Committee as required.
15. Creates and maintains a positive and productive work environment that supports the recruitment and retention of staff, providers, and patients.
16. Organizes and implements orientation and training programs for new staff and providers under the guidance of the Director of Clinic Operations.
17. Promotes educational and professional development opportunities for staff and providers. Supports leadership development opportunities to assist with developing future leaders within the practice.
18. Conducts monthly staff meetings to gather feedback, communicate information, and address operational needs. Mediates workplace conflicts and organizes regular team meetings to bridge communication gaps between the administrative team and clinical leaders.
19. Ensures office staff and providers have the support and accurate information necessary to understand CICC activities, priorities, and goals.
20. Coordinates provider scheduling to support efficient clinic operations and patient access.
21. Works with providers and practice leadership to address scheduling, operational, and practice-related needs.
22. Supports providers and staff by ensuring accurate and timely communication regarding clinic activities, procedures, and goals.
23. Works with the Director of Clinic Operations to develop and manage the annual clinic budget and implement cost-effective staffing and operational practices. Monitors monthly statistical and financial reports and identifies practice trends.
24. Develops and implements action plans based on financial and operational performance. Is accountable for the financial performance of the practice.
25. Identifies opportunities to improve efficiency while maintaining quality patient care and service.

MINIMUM QUALIFICATIONS

• Experience: five (5) years’ experience managing clinical staff in an Out-Patient or Tribal Health Clinic
  • Preferred Qualifications: Bachelor’s degree in healthcare, business administration, or regulated field.

• Licensing: Current and valid CPR/First aid certification

SUPERVISORIAL DUTIES: Clinic staff.

ADDITIONAL KNOWLEDGE, SKILLS, and ABILITIES

• Must be able to prioritize and manage multiple projects and deadlines simultaneously;
• Exceptional written and verbal communication skills;
• Strong computer knowledge and experience with Microsoft Office suite.

• Strong organization and time management skills;
• Impeccable project management skills;
• Handles multiple projects with complete results;
• Exercises good judgment in decision making;
• Proactively seeks to modify and improve ideas or procedures and make them as effective as possible;
• Dedicated hard worker with ability to report to work on a daily basis;

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Requires frequent sitting, standing, walking, talking, and hearing in an office setting. Specific vision abilities required by this job include close vision to read printed materials and a computer screen with ability to adjust focus;
• May occasionally lift and/or move up to (25-50) pounds.

• Must be able to work in a busy environment and to assist patients with limited mobility.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work is performed in an office setting which is well-lit, ventilated, and temperature controlled. The noise level is usually low to moderate.
• The incumbent routinely uses standard office equipment such as computers, telephones, photocopiers, and fax machines.