Clinic Administration Manager

Job title: Clinic Administration Manager

Job description: Staff – Non Union

Job Category M&P – AAPS

Job Profile AAPS Salaried – Administration, Level A

Job Title Clinic Administration Manager

Department Student Health Services Operations | Student Health and Wellbeing | VP Students

Compensation Range $5,063.67 – $7,294.50 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date October 4, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Job Summary

The Clinic Administration Manager is responsible for the establishment, management, coordination and monitoring and of administrative, human resources, facilities, and financial policies and procedures for the administrative operations of Integrated Student Health & Wellbeing (SHW) offices including the Student Health Service, Counselling Service and Health Equity, Promotion and Education teams and offices. The Manager is responsible for managing administrative staff in the department. The Manager is responsible for the development and implementation of policies and procedures that are in compliance with government and University policies that support effective clinical, training, and outreach functions of the Integrated SHW. This position is responsible for the effective coordination and management of data collection including the medical electronic record system.

The incumbent for this position demonstrates a commitment to anti-racism, equity, diversity and inclusionary practices throughout their management, interaction with students and staff, and implementation of policies. The Manager is responsible for ensuring that administrative functions are student-centric.

Organizational Status
Reports to the Director, Student Health Services. Supports and works directly with other Directors and leaders in the Integrated Student Health & Wellbeing portfolio. Manages a team of clinic administrative employees including student support workers and medical office assistants. Interacts with leaders throughout SHW, medical and clinical providers, counsellors, and other team members to provide quality student care. They will be responsible for supporting and troubleshooting administrative functions for all SHW staff.

Work Performed

Staff Management

Manages administrative staff and is responsible for hiring, orientation, discipline, training, evaluation and termination of staff. Manages vacation and sick time for staff.

Manages the recruitment process for all clerical staff. Determines appropriate staffing levels for non-professional staff and liaises with Human Resources to coordinate staffing activities.

Writes, revises, and updates position descriptions identifying a list of tasks or duties for each clerical position in the department. Oversees daily duties for staff ensuring coverage of all activities at each site.

Manages staff scheduling (including all administrative and clinical staff), ensuring coverage for extended hours, holiday and sick leave; arranges relief as necessary, reports on staffing issues as necessary.

Evaluates training needs of clerical staff and provides recommendations.

Provides training and orientation to new staff. Oversees the onboarding process for clinical staff, ensuring process is up to date and effective.

Manages disciplinary matters between staff and provides leadership and guidance when conflicts occur.

Plans and provides professional development opportunities for staff.

Manages tracking of all provider hours, hours submissions, entitlements and provides reports to the unit director, Vancouver Coastal Health Authority, medical staff, and others as required.

Policies and Procedure Management

Participates in planning and development of policies and quality improvement strategies and implementation related to department administration, and in support of overall department strategic priorities, goals and initiatives. Monitors compliance with departmental and University policies and procedures.

Develops and implements administrative policies, procedures and systems to ensure the smooth operation of the department.

Evaluates and improves workflow procedures for the department and establishes workloads to ensure smooth and efficient operation. Responsible for reallocating staff to other projects as needed.

Maintains ongoing awareness of University & professional policies and practices; interprets policies and procedures related to the responsibilities of the position – including Freedom of Information and Protection of Privacy Act (FOIPPA), harassment and discrimination, use of university systems and technology and relevant professional practice guidelines.

Manages data in relevant information systems. Is responsible for overseeing data collection, analysis, and reporting on service utilization and other clinical information that is vital to support change initiatives. Researches and writes a variety of business and administrative reports.

Provides guidance, support, technical and specialized instruction to staff relating to University and clinic policies/procedures, the computerized medical record system, and governmental guidelines and policies.

Financial Management

Manages financial and facility resources for the department. Analyzes financial information, prepares financial forecasts and develops budgets. Reviews monthly revenue and expenditure variances and reconciles accounts.

Ensures the optimal financial management of Student Health & Wellbeing resources by managing and overseeing an annual budget and overseeing monthly accounting statement preparations. Monitors operating accounts, and hospital accounts and tracks expenditures and revenue throughout the fiscal year.

Oversees all providers billings and claims, invoicing and tracking of payments. Liaises with appropriate partners to resolve financial issues (UBC Financial Services, Vancouver Coastal Health Authority, MSP, etc). Reviews and monitors claim submissions to ensure they meet the requirements as outlined by the Doctors of BC and the Medical Services Plan of BC billing guidelines as well as oversees billing to third Party agencies. Administers and maintains the funds appropriately ensuring that all claim submissions are meeting the contractual requirements as outlined in funding agreements.

Analyzes financial information flow and work processes to identify efficiencies and design and implement improvements.

Facilities

Oversees the facility maintenance and operational needs of the unit at multiple sites on campus; responsible for major renovations, purchases of equipment and furnishings, maintenance of equipment, and operational supplies for the unit.

Researches, negotiates and finalizes agreements, leases or purchases (office/medical equipment, communication equipment, furniture, etc).

Reviews, advises and provides guidance on contract obligations with maintenance contracts and service agreements, government agencies.

Information Technology

Oversees operations of computers and computerized systems. This includes consultation with, coordination and communication with IT support, upgrades, backup and maintenance.

In collaboration with unit staff, provides ongoing operation support for all automated systems, including: keeping online systems and network environments up and operational at all times.

Administers and maintains the various software programs and hardware used in the clinic by modifying programs, analyzing procedures, troubleshoot and request upgrades/enhancements, or consult with the technical support group to establish solutions to problems. Plans and coordinates the installation of computer server hardware and software. Solves software errors, present or summarize problems that users experience and establish priority levels of problems. Assesses and ensures administrative information systems are efficient and meet the continuing needs of the unit.

Oversees input of computer data into electronic health record system to ensure errors are not made and information entered meets the standards and policies set by the College of Physicians and Surgeons of BC and the College of Psychologists of BC.

Consequence of Error/Judgement
This position is accountable for proficient operation of the Integrated Student Health & Wellbeing portfolio and deals on a daily basis with sensitive matters. This position has access to this highly confidential and sensitive information, and is responsible for addressing these matters requiring tact and discretion. Errors in handling this information, both in sensitivity and timeliness could lead to very serious harm to the department, University and students receiving care.

Supervision Received
Works independently under minimal supervision. Consults with the Director, Student Health Services and other leaders as required on unusual problems. Recommends solutions and implements after consultation. Work is reviewed in terms of effectiveness within established policies and guidelines. Works alongside other leaders and providers in the department to troubleshoot tasks.

Supervision Given
Manages administrative staff and is responsible for hiring, orientation, discipline, training, evaluation and termination of staff. Is responsible for accuracy, production and supervision of the work unit. Oversees the work of the Work Learn and coop students to ensure they are on task and supporting the staff as needed.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Experience working in a clinic setting.

Experience with management and leadership an asset.

Experience within a student service preferred.

Demonstrated commitment to social justice, inclusion, diversity, and health equity.

Effective managerial skills, good interpersonal relationships.

Ability to effectively manage multiple tasks and priorities, and troubleshoot concerns from various team members.

Ability to develop a team-based approach and ensure student-centric care.

Excellent computer skills including facility with Microsoft Word, Excel, Outlook, electronic medical record systems, and electronic scheduling.

Strong customer services orientation and skills.

Ability to communicate with individuals in distress in a calm, courteous, and effective manner.

Familiar with conflict resolution.

Ability to exercise good judgement, tact and discretion.

Understanding of office management best practices working in a highly confidential setting.

Knowledge of effective methods of working with diverse individuals.

Ability to exercise independent judgement.

Ability to manage multiple ongoing demands in an efficient and effective manner.

Company: University of British Columbia

Expected salary: $5063.67 – 7294.5 per month

Location: Vancouver, BC

Job date: Wed, 28 Sep 2022 05:00:06 GMT

Job Source: Careerjet.ca

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