Clinic Manager jobs in Colorado Springs, CO

MBI/Workwell Occupational Medicine, LLC is seeking a Clinic Manager to lead our Colorado Springs location. This is an excellent opportunity for an ambitious professional to become part of a dynamic, growing occupational healthcare company. MBI/Workwell is a specialized medical provider that treats work-related injuries and provides occupational health services to employees across the Front Range. We are a highly respected specialty practice that prides itself on taking care of our patients, as well as our teammates. This is a full-time position, benefit eligible position that will be scheduled to work M-F from 8am to 5pm. Starting pay range is $60,000 - $80,000/year, DOE. Candidates with SYSTOC EMR experience, highly desired.

Key attributes of a successful candidate are

• Demonstration of the highest standards of leadership through teamwork, adaptability, empathy, self-awareness, communication and learning-agility
• Flexibility with changes in priorities, circumstances and direction
• Strong crisis management skills
• Ability to build rapport with staff and peers that result in strong working relationships
• Solution-oriented
• An affinity for coffee, preferred but not required

Essential Job Duties & Tasks

• Management of clinic / Maintains a working knowledge of all clinic positions / Serves as position backup. Expected to have a working knowledge and understanding of clinical administrative positions in order to provide back up support and coverage to the Medical Assistant & Front Office Specialist position as needed (including coverage of lunch hours and breaks.) Understands the dynamic functional flow of the clinic, anticipating and responding to the needs for more or less coverage as volumes dictate. Acts as a liaison for positive and effective communication between senior leadership and employees, including medical providers.
• New Employees: Participates in the recruitment of new staff members, coordinating training, reviewing operational procedures and basic Workwell protocols for them. Also communicates overall job duties, performance and conduct expectations for each new hire.
• Staff: Addresses staff concerns by following up on input and questions from them, tracking and managing overtime, and effectively imposing accountability among team. Accountable for staff performance including, but not limited to: behavior, conduct, customer service, productivity, cost control, projects delegated and completed. Remains available to address concerns by providing a problem-solving and open communication approach, enforcing policies, and providing timely and accurate documentation of all employee situations. Travels between offices as needed. Is prepared to assist employee’ and providers with any questions. Works to keep staff motivated, focused and efficient.
• Work Schedules: Maintains employee work schedules, including daily work hours and breaks, as well as scheduling Paid Time Off. Receives calls and notifications of employee absences and covering for the absent employee. Manages monthly schedule of all medical and physical therapy providers.
• Maintenance: Overall daily maintenance of office, designation of staff to tidy waiting room, water plants, etc. Arrange for special cleanings. Arrange for maintenance and upkeep of facilities.
• Billing: Verifies that the billing of provider charges are turned in on time and all information has been obtained prior to submission.
• Pending Patients: Calls all pending patients (patients without a follow-up schedule) once per week until they are re-scheduled. This frequently includes calling the employer and insurance adjuster or delegating this task to other office staff.
• Office Meetings: Conducts efficient and effective meetings with staff to keep them updated and informed of Workwell policies and procedures.
• Rules and Regulations: Accountable for understanding Workwell’s policies and procedures and for maintaining knowledge of Occupational Medicine / Worker's Compensation law (including appropriate DOT collection guidelines and procedures.) Attends seminars and meetings as required.
• Customer Service: Ensures that staff are providing exemplary customer service to all Workwell patients, Employer clients, fellow Workwell employees and clinic visitors. Communicates with employers and sets up appropriate business relations working directly with patients, addressing complaints and ensuring satisfactory service. Addresses Electronic Medical Record (EMR) questions and researches answers that maximize efficiencies and enhances billing.
• Updates Protocols: Assists with updating protocols and clinic procedures as directed.
• Mail: Obtains postage for the clinic and mails packages at the Post Office when necessary. Opens and distributes mail.
• Logs / Recordkeeping: Ensures that all office logs are audited and complete according to policy and procedure.
• Calendars: Maintains a calendar of all staff schedules, scheduled time off, meetings, etc.
• Supplies: Orders all office supplies and equipment keeping within budget parameters.
• Equipment: Obtain and maintain service contracts for all copiers, computers and miscellaneous equipment when required. Sets up all calibration for all medical equipment as needed.
• Maintenance: Calls for repair for office equipment, etc. Calls building management if any problems arise within the physical building.
• Protocols for Employers: Ensures new companies and new / updated EMR employer protocols are communicated to the Business Development Client Service Specialist timely. Updates protocols if needed.
• Communication: Exhibits timely and professional communication of all types (email, fax, phone / voicemail.)
• Projects: Performs a variety of special projects as assigned.
• Certifications: Tracks and ensures the certification of Department of Transportation (DOT) urinalysis collections, hair collections, Blood Alcohol Testing (BAT) and spirometry procedures, for applicable staff.
• Information Requests from Senior Leadership: Gathers requested information and ensures it is delivered to the requesting party timely. Maintains a strong working relationship with all executive departments (Operations, Accounting / Billing, Human Resources, Business Development, Medical Providers.)
• Serves as a role model exemplifying Workwell’s Core Values, and Codes of Conduct.
  • Performs other duties as assigned.

Work Hours

Clinic hours are approximately 8am - 5pm, Monday - Friday, no weekends. Hours are dependent on business and clinic needs.

Physical Requirements

This position requires prolonged periods of sitting at a desk and working on a computer. Occasional walking and talking by phone or video call. Must be able to lift up to 15 pounds occasionally. Occasional standing and reaching with hands and arms.

Required Experience:

Education, Skills & Qualifications

• Bachelor's degree in healthcare or relevant field, preferred.
• Must have 3-4 years of supervisory-level experience, including at least two (2) years of practice management or healthcare leadership experience. Occupational Medicine experience preferred.
• Must be familiar with the rules and regulations of the BAT and DOT process within 45 days of hire. DOT and BAT Certification is a plus.
• Proficient in Microsoft Word, Excel, Outlook
• Proficient with standard office equipment i.e.: phone and voicemail systems, fax, copier, etc.

In addition to an excellent work environment, extremely desirable work-life balance and welcoming professional culture, Workwell offers a competitive salary and comprehensive benefits package including (but not limited to) employer-sponsored insurance plans, generous Paid Time Off program, Holiday Pay, 401(k) eligibility after 6 months of employment and Incentive Plan. Starting pay range is $60,000 - $80,000/year, DOE.