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Front Office Manager

Company: The Children's Clinic dba TCC Family Health
Location: Long Beach
Posted on: September 19, 2022

Job Description:

Do you have a passion for helping the underserved in your community? Are you a team player with a good attitude ready to step into a challenging position? Do you have impeccable communication and organization skills to contribute to an amazing team? If you are an experienced Front Office Manager and you answered yes to these questions, then TCC Family Health has a great employment opportunity for you.

Our Mission

To provide quality, integrated, innovative health care that will contribute to a healthy community, focusing on those in need and working with patients and the community as partners in their overall well-being.

The Company

TCC Family Health was founded in 1939 by a group of physicians and community leaders who recognized the importance of access to health care for all children, particularly those who are from low-income families and who are at risk for health problems. For over 80 years, TCC Family Health has been dedicated to eliminating barriers to care, to improve health and lower health systems cost by expanding cost-effective, meaningful and innovative health care programs that work and providing comprehensive healthcare in a culturally sensitive and linguistically appropriate manner to medically underserved, low-income and high-risk populations in Long Beach and surrounding communities.

Front Office Manager Summary

The principle function of the Front Office Manager is to ensure that the delivery of patient care is well-organized and carried out in a caring, compassionate and well-timed manner from the check-in/registration viewpoint. Collaborate with Front Office Supervisor to provide guidance and support to front office staff; in order to ensure all front office duties are being carried according to the operational needs of the clinic. Coordinate, and assess front-office flow, tasks, and responsibilities assigned to all front office staff in collaboration with Front Office Supervisor. Must be responsible, reliable, dependable and demonstrate leadership qualities.

Essential Duties and Functions:
Oversees day-to-day operations of Front Office at SMTF
Effectively manages daily Front Office operations of the clinic
Ensures the delivery of quality patient care and efficiency of patient flow
Supervises Front Office Staff as follows:
Front Office Supervisor
Care Coordinators
Medical Records/Scanners
Effectively schedules and assigns staff to provide quality care to patients
Performs personnel management with assistance from Human Resources (hiring/terminations, annual reviews, interviews and corrective actions) for Front Office Supervisor, Care Coordinators, Medical records/Scanner personnel
Monitors and ensure the timely submission of employee timecards
Precepts new hires
Communicates and trains staff on policies and procedures
Provides appropriate orientation, training, and monitoring of staff to keep them aware of changes in protocols and practices
Schedules and facilitates regular front office meetings
Delegates tasks and responsibilities to front office staff on a daily basis as needed to ensure efficient flow of operations
Maintains clinic forms disseminate and trains staff on proposed changes or revisions in process and workflows
Responsible for Front Office supply inventory
Oversees provider scheduled and appointment scheduling process in coordination with Medical Director
Responsible for weekly list preparations of available appointments for hospital follow-ups
Collaborates with the Information Systems Manager of EPIC
Keep up to date with regulation changes pertaining to insurance plans
Maintains provider enrollment into managed care plans
Maintains regulatory compliance of all activities (i.e. logs)

Prepares for audits and site visits which includes responding to audit findings in collaboration with the Clinic Manager and Chief Operating Officer
Collaborates with other managers in the coordination of support staff breakout sessions at bi-monthly all-staff meetings
Ensures customer satisfaction by responding to daily patient concern/complaints should a situation escalates beyond the response of the Front Office Supervisor
Oversees staff compliance with designated work and break times
Serves as liaison and promotes working relationships with other clinic sites, hospital departments (i.e. ER) and community agencies (i.e. LBUSD, school principal, CCALAC)
Coordinates and implement assigned quality improvement activities
Recommends establishment or revision of policies
Participates in appropriate implementation and necessary revisions of clinical and administrative policies and procedures
Assists in preparation of the departmental budget and cost controls in relation to clinical activities and supplies
establishes and maintains courteous, cooperative relationships with staff, volunteers and the public, portraying the mission of TCC Family Health
Performs personnel management functions such as recommending personnel qualification requirements, drafting procedure manuals, initiating in-service programs and installing record and reporting systems
Attends outside meetings to network with colleagues and gain knowledge to improve the clinical practice at the organization
Assists with planning and execution of employee appreciation event (i.e. picnic) and Annual Beach Walk
Ensures compliance with all TCC policies and procedures and regulatory agencies rules and regulations
Conducts employee annual evaluations
All other duties assigned

Service Spec Network of Care:
Continually increase system knowledge. Understand/uphold organization requirements.
Maintain accuracy and meet productivity standards. Work efficiently in Electronic Health Record (EPIC). Follow departmental /clinic policies and procedures.
Provide, responsive high-quality Customer Service through providing accurate timely, polite communications (verbal & written); to support the mission and vision of TCC Family Health; to meet the needs of our customers (patients, families, visitors, team members, supervisors, other staff, external and community partners); our department, and the organization.

Scope/ Organization Responsibility

Contacts: Within own department, including patients, families, providers, Medi-Cal assistants and members of the management team and involves matters that are sensitive and confidential in nature.

Financial Accountability: responsible for the personal use of resources, supplies, and materials

Impact of Decisions: Short term decisions, impact usually limited to self and staff whom work in front office

Judgment: Sets priorities for own work and manage own workflow while ensuring there are no delays in the front office patient care flow.

Physical Demands: Frequent sitting at a desk for office work. Occasional driving of automobile for outside appointments and meetings.Occasional climbing stairs, stepstools; occasional stooping, kneeling, crouching, crawling, reaching and turning.Continuous use of corrected vision; depth perception; wide field of vision and color. Continuous use of olfactory, auditory and tactile senses. Occasional pushing/pulling to 100 lbs.; lifting up to 50 lbs. and carrying to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mental: Duties require attention to detail, alertness, problem-solving, tolerance to stress and exercising sound judgment. Also, requires abstract thinking and intuitive sense.

Communication Demands: Frequent talking to clinic staff, patients, board members, funding agencies, and external community agencies and professionals. There is daily communication via telephone and in person, including training/giving instructions, receiving instructions and composing accurate written language (English). Must have the ability to work with diverse individuals in the Long Beach area and target groups such as mentally-ill, alcohol and substance abusers and homeless individuals.

Technical Requirements: Frequent use of medical and laboratory equipment, telephone system and office equipment i.e. keyboard, typewriter, computer, printer, FAX machine, copier, and general office supplies. Occasional use of wheelchair, gurney and other patient assisted devices for transfers.

Working Conditions: Indoor office setting, space limited, air-conditioned in the summer and central heat during the winter. Occasionally required to be outdoors for travel, and can be exposed to variable weather conditions. Occasional travel from one clinic location to another for patient care purposes and meetings.

Occasional exposure to noise, moisture, noxious odors and gases.Occasional exposure to dust, dirt, cold, biological and chemical agents.

Work hours: 8-hour workdays with variable/flexible hours depending on clinic needs. Overtime may be required.

Education and Qualifications Requirements:
Completion of High School Diploma or equivalent and five years' experience in medical/hospital/business setting preferred

Must be able to speak, read and follow instructions in English.

Must have excellent verbal and written communication skills.

Must have excellent interpersonal skills.

Must have good computer skills and a good working knowledge of Microsoft Excel, Word , PowerPoint and medical health records systems.

Ability to develop training material and procedures for front desk activities.

Proven reliability, trustworthiness, flexibility, and high ethical standards

Must demonstrate a strong bias toward service, quality and customer satisfaction.
..... click apply for full job details

Keywords: The Children's Clinic dba TCC Family Health, Long Beach , Front Office Manager, Executive , Long Beach, California

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