Clinic Manager
Mission Statement:
The mission of Ventura County Hematology Oncology Specialists is to provide unparalleled care to each patient that comes through our doors. We offer individualized treatment using the most recent and relevant proven advances in cancer care, curated with deliberation and compassion. VCHOS is committed to educating and supporting our patients and their families through every step of the way. We deliver a unique approach for every patient to ensure they receive treatment best suited to their condition, age, and other important factors. We do this by participating in important clinical research, encouraging screenings for early detection, and providing innovative treatment. We are proud to be at the forefront of cancer research through our partnership with OneOncology.
Job Summary
The Clinic Manager will report to the Director of Clinical Operations. This role directly supervises the overall operation of assigned clinic(s) administrative and laboratory functions/staff. They will work closely with the Director of Clinical Operations, Nursing Manager, and Department Supervisors to facilitate a healthy work environment - positive, productive and efficient clinic operations/workflows.
Essential Functions:
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time with reasonable accommodation.
In collaboration with the Director of Clinical Operations, will oversee all office, laboratory, and others as directed and/or assigned.
Develops and maintains professional relationships with internal & external staff/teams/contacts/customers.
Makes self readily available to discuss any clinic needs/ issues /concerns.
Supports and develops staff to optimize their desire and ability to meet or exceed performance expectations. Mentors, coaches, counsels and or creates /implements developmental or performance improvement plans as appropriate.
Monitors treatment/provider/lab schedules daily for appropriate appointment distribution and scheduling guideline adherence.
Assess office staffing needs and determine the adequate number of personnel needed to provide safe, high-quality patient care.
Develops and distributes staff schedules based on daily/weekly/monthly visit schedules.
Monitors staff attendance and vacation/personal/sick time. Responds to time off requests while ensuring staffing needs are met. Counsel employees, if needed, for deviations from attendance policy.
Oversee daily activities of front office staff, working in conjunction with Director of Clinical Operations to facilitate the creation and maintenance of a safe, therapeutic, productive and efficient environment for patients, visitors, providers, and staff.
Collaborates with the Laboratory supervisor to facilitate an efficient and productive lab environment that ensures positive patient flow and experience.
Regularly audit office workflows to ensure processes are in place and functioning as expected to meet clinic standards, as well as those of all regulatory and or accrediting agencies.
Provide assistance and coverage for business and front office functions as needed.
Oversees daily administrative and office management activities including procurement and storage of office supplies, facilities management, office machines and equipment maintenance.
Meets with Team Supervisors, Nurse Manager, and Director of Clinical Operations on a weekly basis to discuss clinic issues/needs.
Generates and reviews daily front office and laboratory reports. Distributes to or follows up with appropriate personnel to resolve any issues /deviations.
Delegates tasks and assignments to appropriate staff, follows up on delegated items to ensure they are completed on time and as expected.
Participates in/manages interview, hiring, onboarding, discipline, and termination processes for clinic(s).
Completes annual staff performance evaluations by assigned due date.
Assures all assigned individual & staff competencies /continuing education modules are completed on time.
Participates in meetings/projects/ committees as needed/ requested.
Key Competencies:
Knowledge of office management techniques and practices.
Excellent organizational and time management skills.
Outstanding verbal and written communication skills.
Setting, defining, assigning, monitoring, and evaluating outcomes of tasks and goals.
Ability to clearly communicate and apply policies and principles to solve everyday problems and deal with a variety of situations.
Ability to plan, exercise initiative, problem-solve, and make decisions.
Ability to read, interpret, and apply clinic policies and procedures.
Ability to identify problems and recommend solutions.
Ability to establish priorities and coordinate work activities.
Education & Experience:
Bachelor’s degree in healthcare administration, business administration, nursing, or a related field.
Master’s Degree is a plus, but experience is most important.
Clinic management experience is a must.
3 years of Oncology office management experience preferred.
Previous experience managing multiple locations is strongly preferred.
Additional Requirements:
Great Customer Service Skills
Knowledge of medical terminology specifically in Oncology/Hematology
Previous experience with OncoEMR and Unlimited Systems programs a plus
Previous Oncology/Hematology experience preferred
Ability to travel between office locations as needed.
Salary Range: $110,000-$120,000
Please send your resume to lkelly@OneOncology.com.