PAY GRADE: 29E
CONTEXT OF THE JOB:
The Clinical Office Manager of the Speech-Language-Hearing Clinic uses a high level of independent judgment, completes complex administrative actions in the Speech Language Hearing Clinic (SLHC) including coordination, implementation, and ensuring compliance with SLHC administrative policies and procedures. The Clinical Office Manager is able to perform multiple tasks with ease and assume various other non-clinical staff responsibilities as needed within the SLHC office. Requires independent judgement and the ability to resolve administrative problems and personnel issues independently and in collaboration with the Director of Clinical Research and Services. The Clinical Office Manager reports directly to the Director of Clinical Research and Services and the Chief Operating Officer for the College of Health Sciences.
•Directly supervises, manages and directs SLHC administrative staff (i.e. administrative assistants, temporary staff, billing and receivables, care coordination and student administrative workers), to ensure that the day to day clinical operations and projects of the SLHC are compliant with HIPAA rules and regulations as well as department and University policies and procedures; identifies and resolves problems with appropriate actions, documentation, and reporting.
• Responsible for daily and monthly reconciliation of SLHC financials to include follow-up, and financial processing of client’s claims and billing.
•Independently manages and oversees administrative portion of SLHC clinical projects, coordinates clinic programs/services (i.e. parent child interaction groups, social language clinics and support and treatment for individuals with a variety of communicative disorders) and processes such as new employee and provider on-boarding, coordination of client satisfaction surveys, development, and monitors credentialing of new providers and insurance.
•Maintains and enforces confidentiality of patient protected health information and financial data as it relates to the Health Information Portability and Accountability (HIPPA) regulations and University policies for all administrative staff to ensure clinic, and users are compliant. •Maintains a current knowledge of health care policies and insurance rules and regulations that impact the SLHC and disburses relevant information from pertinent information sources to the SLHC administrative, clinical and professional staff.
• Assists Director of Clinical Research and Services and budget advisors with budget creation and management. Assures budgetary compliance with supplies and expense expenditures, performs analysis and is proactive in the identification of situations that may impact the SLHC budget; reports all situations in a timely manner to the Director of Clinical Research and Services.
•Manages all components of the SLHC Electronic Health Record (EHR) which includes but not limited to, provider scheduling, patient scheduling, patient registration, and insurance and patient billing.
• Manages processing of community/partner contracts, records requests, issuance of equipment, purchasing of clinical therapy supplies and inventory control of office supplies.
• Assists Director of Clinical Research and Services with clinical staff recruiting, hiring, orienting and training of new staff and providers as required by UD HR and HIPAA regulations.
• Directs, addresses, and resolves issues related to protected health information, grievances, internal and external contract disputes, and fiscal discrepancies.
• Provides oversight and training on a regular basis for speech pathologists, graduate students, research faculty, and office staff concerning use of the EHR, and as technology, equipment and processes are implemented in the clinic.
•Manages, develops and analyzes both financial and clinical statistical reports from the EHR, as required by UD policies, on a regular and as needed basis.
•Develops, plans and implements short-and long-range goals for the ongoing operation and management of the SLHC.
•Analyzes and interprets complex data from multiple sources and uses the information obtained to develop solutions to complex administrative/procedural problems.
•Implements continuous assessment and improvement in program delivery methods, facilitate corrective measures; and implement new initiatives that will enhance clinical program effectiveness.
• Manages and suggests changes to administrative staffing, including recruiting, hiring, orienting and training.
• Performs a broad range of administrative duties of a highly confidential nature, requiring initiative and judgement.
• Maintains liaison with CHS departments and units to include department Chairs, Dean’s leadership team, Communication Sciences and Disorders leadership, and the dean to confer on established policies and procedures, and resolve and prevent difficulties that may arise in the SLHC.
•Performs miscellaneous job-related duties as assigned.
• Bachelor’s degree in business administration, business management or related field with three years of administrative experience, or an equivalent combination of education and experience.
• Ability in the use of technology for analysis and interpretation of data to make independent decisions, identify trends and recommend changes to assist the Director of Clinical Research and Services.
•Strong interpersonal and effective oral and written communication skills with the ability to work effectively with a wide range of people of all ages and diverse backgrounds.
• Ability to function independently and to use sound judgment, initiative, and discretion.
•Detail oriented; ability to think strategically, evaluate processes and identify areas for improvement.
•Extensive knowledge of the principles and practices of clinical therapy office management.
•High level of organizational skills; the ability to coordinate multiple tasks concurrently.
• Knowledge of customer service standards and procedures.
•Ability to work a flexible schedule.