Damien Center
  • Clinical Services - Medical Clinic
  • Indianapolis, IN, USA
  • Full Time

Office Manager

Damien Cares Clinic Team

Damien Center empowers communities and persons affected by HIV/AIDS in the state of Indiana by being a leading resource, provider, and advocate for comprehensive HIV/AIDS care, prevention, education, and related services. Damien Center, Damien Cares and Damien Pharmacy provide client-centered social services focused on care coordination, clinical and pharmacy services, mental health, housing, and nutrition to the Indianapolis community.

Position Summary:

The Clinic Office Manager oversees the day-to-day non-clinical operations and customer service for the Damien Cares Clinic. This position develops strategies to increase productivity, efficiency, and compliance for the clinic. The Clinic Office Manager evaluates and improves the patient experience, integration of services from other departments, and the customer service of the clinic, while managing program budgets, grant scopes of work, and successful outcomes.

Duties and Responsibilities:

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills.

• Supervises all non-clinical staff, including the front office staff, the Clinic Data Specialist, and the referral specialist.
• Serves as the intermediary between clinical and non-clinical staff in conjunction with the Nursing and Clinical team leads.
• Ensures effective implementation of changes to clinical or business practices, policies, and procedures regarding clinic operations.
• Oversees the specialty and internal referral effectiveness to maximize income and ensure effective processes and record capture.
• Oversees all agency service integration within the clinical and non-clinical services to ensure effective collaboration between interdisciplinary teams.
• Regularly reviews and develops strategies for improving the ongoing quality assurance for non-clinical program outcomes (i.e., improving no-show rates, account information accuracy, etc.).
• Evaluates the client experience within the clinic and implement changes as needed.
• Updates and implement the non-clinical policies and procedures and ensure their effective implementation.
• Directly oversees the non-clinical components of Damien Cares service expansion and new service implementation in conjunction with their supervisor.
• Facilitates ongoing team meetings.
• Provides feedback into process improvements, and standardization of policies and procedures to clinic admin team, as well as all relevant departments and staff (i.e., Pharmacy, ICT, etc.).
• Maintains ongoing positive relationships and communication with clinic providers, allied health professionals, and the front office team.
• Acts as the lead in coordinating orientation and training for new non-clinical team members in the clinic, including effective knowledge of the Electronic Medical Record, Policies and Protocols, and overall organizational programs.
• Collaboratively creates opportunities for non-clinical services to integrate with other organization wide programs to create more effective one-stop-shop opportunities for patients.
• Triages non-clinical patient complaints and other emerging issues within the clinic.
• Researches, documents and updates policies for non-clinical operations, procedures, and protocols for all non-clinical clinical functions.
• Collaborates with Clinic Business Manager to generate project reports, outcome documents and cost-benefit reports for products and services to improve the overall quality of care.
• Participates in evaluative and quality assurance activities to ensure professional accountability to the organization, funders, and clients served.
• Prepares monthly and quarterly reports as required by supervisor.
• Conducts inventory audit and monitoring for all non-clinical items. Ensures that record keeping is accurate.
• Oversees training of non-clinical staff on collection, maintenance, retention, use and disclosure of protected health information in adherence with HIPAA privacy and compliance regulations.
• Assesses facility and non-clinical equipment needs.
• Ensures all required records and applications needed for non-clinical operations are maintained and submitted in an accurate and timely manner and in compliance with state and federal regulations.
• Performs special assignments and other work, on an as-needed basis.

Education and/or Experience:

Bachelor's degree required. Experience working as a front office manager, operations director, or other health facilities administrator or leader. Experience working with diverse populations, including individuals with HIV/AIDS preferred. Knowledge of HIV and STI infection and treatment preferred. Bilingual (English/Spanish) language proficiency preferred.

*Work experience may substitute for education requirements on a case-by-case basis.

Knowledge, Skills, and Abilities:

Possess superior organizational and administrative skills. Excellent interpersonal and communication abilities. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards of productivity, achieving deadlines and with superior product results. Strong calendaring, organizational, and document management skills required. Proactive approach to solving problems and communicating to leadership. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in their area of responsibility.

Physical Demands:

The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office setting, with sustained use of a computer.
• The noise level in the work environment is minimal to moderate.
• Maintains personal/professional competency and works to create an environment of courtesy, respect, enthusiasm, and a positive attitude in all interactions both internal and external to the organization.

• FLSA Status: Non-exempt, Hourly, Full-Time,
• Benefits: Complete Benefits Package Available
• Leader: Clinical Director


Damien Center is an Equal Opportunity Employer 

Please apply at www.damien.org/job-opportunities

This position description does not constitute a contract of employment or guarantee of any terms or conditions of employment. Damien Center employees are employed on an at-will basis. Nothing in this position description restricts Damien Center's right to assign or reassign duties and responsibilities to this position at any time.

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