Back Office Manager 

SUMMARY: Open Door Community Health Centers strives to provide health care using a team model, where all personnel are used to their fullest extent to facilitate and provide preventive, acute and chronic health care in a manner that addresses the comprehensive needs of our patients in an efficient, welcoming and timely manner. The Back Office Manager is responsible for the smooth flow of daily operations, including the implementation and compliance with policies, protocols and workflows. The Back Office Manager serves as a resource to pods/health care teams and clinic support staff. The Back Office Manager participates in planning, guidance and training sessions and conducts periodic evaluations of support staff. The Back Office Manager is a member of the clinic’s management team (Office Manager, RN Clinic Coordinator, Site Medical Director and Site Administrator).

ESSENTIAL DUTIES AND RESPONSIBILITIES: These essential responsibilities are performed within the context of collaboration, coordination and team-building among the clinical staff and management of the clinic site:

• Participates as a member of the clinic’s Management Team to ensure efficient daily operations of the clinical support staff;
• Develops and coordinates schedules for all support staff, including provider needs, consistent assignments, PTO requests, call-outs and expected and unexpected coverage needs;
• Ensures orientation, training and review of all new hires and other staff to promote teamwork and collegiality while promoting competency, efficiency and accessibility;
• Monitors staff performance, documents achievements and areas for improvement, conducts periodic evaluations; raises concerns with RN Clinic Coordinator and Management Team as appropriate;
• Monitors services and facilities to assure safety and compliance with applicable laws and standards;
• Participates in the hiring process in collaboration with RN Clinic Coordinator and Site Administrator;
• Participates in Quality Improvement and other clinic/corporate initiatives;
• Reviews productivity, Quality Improvement and other benchmark reports and develops expectations and enhances in collaboration with staff and management;
• Assures currency of continuing education, in-service, mandatory and optional educational programs for self and support staff;
• Adherence to ODCHC policies and protocols; and,
• Related duties as identified, assigned and required by RN Clinic Coordinator and Site Administrator.

QUALIFICATIONS: The successful candidate will possess experience and skills spanning a variety areas:

• Excellent interpersonal skills and ability to establish constructive and collegial working relationships;
• Knowledge of health care delivery and management;
• Ability to prepare routine reports and correspondence;
• Ability to represent ODCHC’s interest in the community;
• Computer and computer application skills sufficient to accurately and efficiently use practice management system, electronic health records system, databases, spreadsheets, email and word processing software;
• Ability to identify and handle difficult, emotional or confrontational situations in a calm, consistent and equitable manner;
• Ability to manage and motivate others in a team environment and delegate appropriately;
• Ability to read, analyze and present basic and complex documents, interpret instructions and guidance, and respond to questions about such materials;
• Prior experience of at least two years in a similar or related position in a community health center or other medical environment;
• High School Diploma or GED required; Associate or Bachelor Degree preferred;
• Credentialed (Certification or Acknowledgement) as a Medical Assistant or Licensed as a Vocational Nurse are minimum standards; other credentials or licenses considered. Requirements regardless of credential/license include: injection certification; current CPR certification; venipuncture/dermal stick certification.
• Reliable means of transportation to travel throughout ODCHC service area and to meetings outside of the area as necessary, including an insurable driving record and California Driver’s License as necessary as well as the ability to travel to regional and national meetings.

SUPERVISORY RESPONSIBILITIES: The Back Office Manager has development and supervisory responsibilities for family medicine Pod/Patient Coordinators and Medical Assistants working in the health teams.

SUPERVISION AND SUPPORT: The Back Office Manager participates as part of the Clinic Management Team, reporting directly to the RN Clinic Coordinator; extensive collaboration with other clinic staff and managers is expected.

PHYSICAL REQUIREMENTS: This is largely an office-based position. The physical requirements described are representative of those needed to successfully perform the essential duties of the position. Reasonable accommodation will be made to allow otherwise qualified candidates to perform these functions.

• Speaking and hearing sufficient to communicate effectively by telephone, video or in-person at normal volumes;
• Vision adequate to read documents, computer screens, forms and designs and to differentiate colors as necessary;
• Ability to use standard clinic medical equipment;
• Ability to lift and carry packages and boxes weighing up to 25 pounds;
• Ability to travel locally and long-distance by car and air;
• Ability to sit or stand for extended periods of time; and,
• Ability to use keyboard and view computer screens for extended periods of time;
• Ability to move around the clinic as needed.

Location: On Site

Open Door is an equal opportunity employer. All applicants will be considered for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, medical condition, age, pregnancy, marital status, ancestry, veteran or disability status.

To search for an open position, please go to http://OpenDoorCommunityHealthCenters.appone.com