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Job: Clinical Services Practice Manager
Job Summary:
The Clinical Practice Manager oversees the administrative operations of both the Primary Care Health Service (PCHS) and Rosemary Furman Counseling Center. The role involves direct supervision of administrative staff, coordination of scheduling, managing EMR utilization, optimizing front-end operations for clinical efficiency, and ensuring the proper use and disbursement of wellness philanthropic funds for students. This role reports directly to the Director of Operations of Student Health Services and collaborates closely with clinical leadership to ensure smooth operational support for medical and mental health services.
Job Description:
Key Responsibilities:
Administrative Leadership & Staff Supervision:
- Directly supervise receptionists (x2) and administrative assistants (x2) across PCHS and Furman Counseling Center.
- Oversee all administrative staff's hiring, onboarding, training, and performance management.
- Oversee front-desk operations, ensuring optimal patient flow and communication between administrative and clinical staff.
- Oversee scheduling of externs, trainees, and adolescent medicine trainees at PCHS and Furman.
- Ensure consistent office operations, including front desk services, customer service standards, and workflows for patient interaction.
- Maintain schedules and manage time-off requests for all administrative staff and work-study students.
Scheduling & Provider Support:
- Collaborate with clinical leadership (Associate Director of Nursing, Clinical Directors) to build and maintain provider schedule templates.
- Input and manage scheduling templates for all clinicians and trainees, including adolescent medicine trainees in PCHS and psychotherapy trainees in Furman.
- Gather on-call schedule preferences and compile the on-call schedule for PCHS and Furman Counseling Center. Share the final schedule with key campus stakeholders and after-hours services.
Physical Space Management:
- Manage physical space logistics and ensure smooth coordination for shared spaces between PCHS and Furman Counseling Center.
- Coordinate with the Facilities Department to ensure the cleanliness, repair, and maintenance of physical spaces in PCHS and Furman.
- Support the Director in emergency preparedness activities, ensuring both centers are adequately prepared for campus-wide emergencies or disruptions.
Technology & Systems Support:
- Collaborate with the Director of Operations on EMR management, ensuring that administrative staff are trained and utilizing systems effectively.
- Work with clinical and administrative teams to streamline operational processes and improve efficiency through EMR customization.
- Maintain oversight of appointment scheduling systems to ensure they reflect the needs of clinical teams and students.
- Train all new administrative and clinical staff on the EMR system and ensure ongoing support for its optimal use.
- Serve as the primary contact for IT support, ensuring the maintenance of all technical equipment, including staff desktop and laptop computers, telephones, and other technical resources.
- Oversee the use and optimization of video recording systems and other technologies necessary for clinical and administrative functions.
Financial Management:
- Manage and oversee wellness funds and philanthropic donations, ensuring proper allocation to cover student medical costs not covered by insurance (for both PCHS and Furman).
- Provide regular reporting on fund utilization to the Office of Development.
- Support the Director of Operations in financial reconciliations and budget tracking as necessary, particularly regarding wellness fund expenses.
- Oversee the operating budget for administrative services and reconcile financial accounts, including purchase orders, petty cash, staff reimbursement, and departmental credit card purchases.
- Prepare monthly and annual budget reports with the Assistant Vice President of Health and Wellness.
Training & Development:
- Coordinating shared administrative training programs for staff across PCHS and Furman Counseling Center.
- Ensure continuous professional development for administrative staff to maintain service excellence.
Operations & Collaboration:
- Participate actively in operational meetings and collaborate with clinical and administrative leadership to enhance the efficiency of counseling and medical services.
- Manage communications with internal and external stakeholders, including liaising with various campus offices such as Residential Life, the Dean's Office, and Campus Safety.
Other Responsibilities:
- Work with the Director of Operations and other administrative leaders to ensure that policies and procedures across PCHS and Furman are up-to-date and compliant with applicable standards and accreditation requirements.
- Serve as the primary administrative contact for urgent student or parent inquiries, ensuring issues are resolved promptly and professionally.
- Assist with preparing materials for student orientation and other outreach activities as needed.
Skills, Qualifications & Requirements:
Required Qualifications:
- Bachelor's degree required.
- At least three to five years of experience in office management, preferably in a healthcare or counseling center setting.
- At least 3 years of staff management experience, preferably in a unionized environment.
- Strong organizational and communication skills, with experience in EMR systems and scheduling software.
- Ability to manage multiple priorities and work effectively in a high-demand environment.
- Experience with budget management and financial reporting.
- Demonstrated ability to oversee and optimize administrative processes in a clinical setting.
- Excellent interpersonal skills and ability to work collaboratively with clinical and administrative staff.
Preferred Qualifications:
- Master's degree in healthcare administration, public health, or a related field preferred.
- Ability to manage complex schedules and administrative operations efficiently.
- Excellent problem-solving skills, with the ability to optimize processes to enhance service delivery.
- Knowledge of legal and ethical guidelines for mental health and medical services, including confidentiality and compliance with regulatory standards.
- Experience managing physical spaces and coordinating with facilities for maintenance and emergency preparedness.
Salary Range: $65,000 - $70,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Company: Barnard College
Time Type: Full time
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