Classified Title: Clinic Manager Working Title: Clinic Manager Role/Level/Range: ATO 40/E/03/OG Starting Salary Range: [[$46,527-$64,030]] Employee group: Full Time Schedule: M-F 8:30 - 5:00 Exempt Status: Exempt Location: [[601 N. Caroline Street]] Department name: 10002650-SOM Admin CPA General Administration Personnel area: School of Medicine
The Clinic Manager oversees the operations of the Executive and Preventive Health Program at The Johns Hopkins Hospital under the guidance of the Administrative Director of Executive and Preventive Health. This position has operations management and financial responsibility and works collaboratively with the Executive Health leadership team to meet clinical practice goals and objectives.The Program, located in the Outpatient Center on the 7th floor is a non-participating (non-par) wellness program that sees patients through company contract or on a self-pay basis. The clinic manager proactively assesses and implements appropriate processes to ensure that all facets of clinic practice management are effectively addressed. This may include: scheduling efficiency, complete and accurate registration, company contract management, patient relations and satisfaction, clinical regulatory compliance and human resources management of clinic employees.
The clinic manager will work closely with the Administrative Director to prepare financial reports and clinical budgets. The clinic manager will work with the HR Generalist to train and oversee administrative and office support staff. The ability to work in a team environment is essential to this position.
Works closely with the Medical Director and the Administrative Director of Executive and Preventive Health.
Directly supervises the clinical and administrative support staff for the Executive and Preventive Health program.
Essential Job Functions:
Responsible for the day‑to‑day clinical operations of the Executive and Preventive Health clinic located in the Outpatient Center including but not limited to patient scheduling and registration, clinic flow and patient experience.
Assures that the clinic is appropriately staffed and resourced to meet the operational needs. Works with administrative and physician leadership to establish policies and procedures where changes are needed.
Directly supervises the patient services staff including: Patient Service Coordinators, Patient Representatives, Administrative Staff and Nursing Staff.
Orient and train all new staff
Conduct performance appraisals utilizing applicable Johns Hopkins University (JHU) and Johns Hopkins Hospital (JHH) performance management tools.
Oversee individual employee development and training.
Ensure time sheets and effort are accurately documented and approved.
Conduct progressive employee disciplinary activity as needed.
Be a liaison to GIM HR Generalist to prepare job descriptions for posting/recruitment, annual merit increases/salary adjustments, and other HR issues
Conducts monthly administrative staff meetings
Serves in a liaison role with other departments to monitor and track appointment scheduling and registration activity, including call volumes, registration audits, and template management.
Oversees the inventory and replacement schedule of all supplies and minor capital equipment.
Monitor the physical plant for cleanliness and defects and initiate corrective actions; work with the appropriate hospital departments as necessary.
Ensures that all personnel and faculty have fulfilled requirements set forth by external regulatory agencies or internal regulatory bodies (e.g, systems training, risk management).
Educates providers and clinic staff regarding billing/documentation requirements.
Provides monthly ambulatory clinic practice reports, by provider and sub-specialty, to leadership. Reports to include access, volumes, show rates, provider cancellations and other selected metrics to assess outpatient activity by provider compared to prior fiscal year.
Work with the Clinical Director and Administrative Director to assess practice performance
Identify ways to support the providers in optimizing their workflow.
With leadership, develop corrective action plans as needed.
Monitor Patient Satisfaction for the clinic.
Review patient satisfaction with leadership.
Provide and/or coordinate service excellence training as needed for staff.
Develop, maintain, and update the Clinic Operations Manual in conjunction with the Department of Medicine operations policy. Ensure that the division's clinic practices conform to applicable policies and procedures of Johns Hopkins Hospital (JHH) and Johns Hopkins University Clinical Practice Association (CPA).
Ensure that the clinic site complies with the standards or requirements of The Joint Commission, Center for Medicare and Medicaid Services, and other regulatory agencies. Work with the JHH Regulatory Affairs Office, JHHS Compliance Office, JHU CPA, and Office of Billing Quality Assurance as needed to clarify and address requirements.
Participate in the implementation of system capabilities to support registration, scheduling, billing, medical records, and communication to outside physicians.
Monitors monthly expenditure statements for budgets and prepares documents required to maintain balanced accounts for review and approval by the Administrative Director. Assists in the development of the annual clinical operating budget.
Attends JHM Practice Management Meetings each month. Participates in other JHM work groups and/or committees as related to clinic operations.
Interface with Marketing and Communications to update, maintain and optimize web page.
Approves all vacation and sick requests and coordinate vacation schedules among the PSCs. Ensure compliance with HR issues, i.e. E210 Compliance, Weather Emergency Responsibilities, HIPAA Certifications, EPIC training.
Seek to streamline and improve current business practices by partnering with coordinating departments, DOM and GIM Administration.
Other duties as assigned.
Scope of Responsibility:
Knows the informal and formal department goals, standards, policies and procedures which may include familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the Division and Department.
On a regular and continuous basis exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Exchanges non‑routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
Required: Bachelor's Degree in Business Administration or Health Care Management or related discipline; Master's preferred.
Three years of related experience required. Additional education may be substitute for experience, and additional experience may substitute for education.
He/she should be able to demonstrate a record of increasing job responsibility linked to the accomplishments in health care management. Mature judgment, strong communication skills, and demonstrated leadership ability are also prerequisites for this position. Must possess a strong personal and professional commitment to quality patient care and service excellence.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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