Administrative Clinic Manager

ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our "promote from within" culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

Compensation Package:

• Medical, prescriptions, dental and vision insurance
• Retirement savings plan with company match
• Company-paid and supplemental life insurance
• Flexible spending accounts
• Paid vacation, sick and personal leave
• 11 paid holidays
• Professional development and training
• Tuition reimbursement
• Employee referral bonus program
• Flexible work arrangements
• Clinical supervision for licensed social workers and counselors

JOB SUMMARY: The HCS Administrative Clinic Manager oversees the overall administrative flow and daily operations of the Health Care Service clinics and assists with building operations by controlling safety access to and securing the building; responding to emergencies.

SUPERVISORY RESPONSIBILITY: Provides administrative supervision of 2-4 FTEs

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Manages and oversees the administrative and daily operations of the clinics in support of overall program goals and objectives
  
  
  
  
  1. 
     

     Oversees daily clinic administrative operations to assure registration, scheduling, eligibility, and patient contribution is according with HCS and CC P&P to achieve services goals and follow up CC finances regulations and procedures.

     
     
  2. 
     

     Manages the agency's internal cash procedures as outlined in Procedure No. 411 (Cash Receipts and Deposits) to ensure precise collection and reconciliation of incoming cash in any form.

     
     
  3. 
     

     Monitors supply, inventory, and maintenance of equipment, and maintains records as needed.

     
     
  4. 
     

     Analyzes, summarizes, and reviews patient demographic database to determine future program needs, and collaborate in the budget proposal

     
     
  5. 
     

     Reconciles charges and payments daily.

     
     
  6. 
     

     Handles cash regularly; complete financial forms or validate the work of a peer. Makes bank deposits as needed.

     
     
  7. 
     

     Reviews daily and monthly reports as recommended by eCW, Tableau, eLoom, Planet DDS, and Bridge IT.

     
     
  8. 
     

     Assists in coordinating monthly, quarterly, and annual reports for an existing grant. Track the Spanish Catholic Center (SCC), Catholic Charities Center and Mona Center performance on existing grants and submit clinic data and narratives relevant to grant reporting criteria.

     
     
  9. 
     

     Oversees evening program activities, including scheduling providers, and patients, preparing monthly and quarterly reports on patients, services, and finances.

     
     
  10. 
      

      Provides periodic reports on the program, outputs, and finances.

      
      
  11. 
      

      Assists in the preparation of program budget, and expenditures. Perform procurement functions as assigned.

      
      
  12. 
      

      Attends manager meetings internally andr with partners, as required

      
      
  13. 
      

      Implements strategies for bad debt collection and managing patient balances to optimize revenue and enhance financial stability.

      
      
  
  
  
  
• Monitors petty cash at healthcare services clinics to ensure accurate tracking, usage, and reconciliation.
• Participates in ongoing assessment and evaluation of program management.
• Manages and oversees supervision of staff
  
  
  
  1. 
     

     Supervises, coaches and trains front desk and/or cashier specialist as assigned

     
     
  2. 
     

     Recruits and trains volunteer personnel in clinic policies and procedures using VEO procedures and registers data using Better Impact.

     
     
  3. 
     

     Runs and documents monthly staff meetings.

     
     
  4. 
     

     Enable staff participation in quality improvement.

     
     
  
  
  
  
• Manages customer service
  
  
  
  1. Provides high quality customer service to patients
  2. Protects patient confidentiality and ensures compliance with HIPPA per policies and procedures.
  
  
  
  
• Oversees building maintenance
  
  
  
  1. Implements Building access plan and controls access to building during non-business hours.
  2. Secures building if clinics are closed.
  3. Responds to emergencies in the building and coordinate activities.
  4. Reviews daily checklist for safety and cleanliness in clinics Completing work/repair orders.
  5. Serves as after-hours building manager when called: deactivates or activates the alarm; locks or unlocks gate exits, when necessary, e.g. snowstorm, emergencies.
  6. Contacts Facility Services for flooding or other related problems that need immediate attention
  
  
  
  
• Performs other related duties assigned

EDUCATION and EXPERIENCE:

• 
  

  Bachelor's degree in business management or relevant field.

  
  
• 
  

  2 years' experience in healthcare.

  
  
• 
  

  1 year experience working with the Immigrant Community.

  
  
• 
  

  One (1) year supervisory/management experience.

  
  

SKILLS and COMPETENCIES:

• Ability to identify priority issues and partner with others to pursue outcomes identified.
• Proficiency with Microsoft Office, Word, and Excel and databases.