Clinic Manager

Vision

Whole Woman’s Health transforms how people experience abortion care in this country. We stand in the light, fiercely dedicated to providing fabulous abortion care that puts patients first.

Mission

Whole Woman’s Health provides fabulous abortion care, free from the shame and stigma that often accompanies sexual health in this country. Our patients can count on us for medical expertise, heartfelt compassion, informed consent, and trust. We are deeply committed to growth and innovation, and we cultivate a dynamic, rigorous, learning corporate culture. Our patients’ hopes and dreams are at the center of all we do, and we hold ourselves ultimately accountable to them.

Summary

The Clinic Manager will work directly with the Associate Director of Clinical Services (ADCS) to lead the clinic and its staff on a day-to-day basis. The Clinic Manager is responsible for all office activities, including staffing, supervision, systems development and review, running sessions, coordinating compliance with regulations and building team spirit and will work closely with the Associate Director of Clinical Services, the advocacy team, and other staff members as needed.

The Clinic Manager plays an important role in the establishing and growing of the Whole Woman’s Health brand in the community, as the on the ground representative for the organization. A Clinic Manager must be respectful, empathetic, and able to maintain a patient-centered atmosphere. They must demonstrate a strong commitment and interest in the field of reproductive health and must be able to inspire others to do good work.

Job Requirements

• College Graduate or Licensed nurse preferred.
• At least 3 years of experience in healthcare, reproductive health and/or abortion care.
• People management skills – leadership, patience, honesty, humility, courage.
• Discretion and boundaries- does not discuss staff with other staff, keeps proprietary information confidential, and maintains professional boundaries in relationships with staff.
• Organizational skills – able to develop systems and train staff on them.
• Dependable professionalism and savvy business skills.
• Demonstrated excellence in time management.
• Competence using computers, software/web ware, E.H.R., office and medical equipment.
• Experience with medical billing, posting charges, and basic accounting.
• Must be able to work 5 days/week, including Saturdays.
• Advocacy and/or fundraising experience strongly preferred.
• Fluency in Spanish preferred
  
  

Required Continuing Education/Training

• Certification in Basic Life Support, biannually.
• Training in/knowledge of emergency supplies, their inventory, their location in the office, and their use.
• Annual OSHA and personal protective equipment training.
• HIPAA training.
• Security updates (FACE, etc).
  
  

Essential Functions

Leadership

• Walk the talk in all actions and words – be a role model of our mission and vision for the staff and the people in our care.
• Uphold the core values of Whole Woman’s Health. Practice open and honest conversation. Remember we hold folks to their greatest – this means you, your staff, and the patients in our care.
• Maintain an extraordinary working relationship between the front office and clinical staff members building a bridge between the two areas. Possess superb Customer Service skills, including through phone, internet, telemed and all platforms where patients get care from WWH.
• Be alert and attuned to current events and changes in the abortion care world, seeking opportunities for our leadership talent, physicians, and added services.
• Be a veracious reader of business books listservs, management tips, etc. to remain informed, fresh, and cutting edge.
  

Management

• Supervise clinic staff.
• Orient and train staff in clinic operations and to the WWH culture and standards.
• Run the TOP and GYN sessions; on-site whenever there is a clinic session - supervising the clinic flow, manage triage and promote efficiency.
• Understand of emergency protocols and responses.
• Manage staff hiring, firing, and evaluation (in conjunction with the ADCS), new employee orientation and training.
• Manage staff scheduling and staff payroll submission.
• Maintain staff and provider personnel files.
• Decide which staff are authorized to have keys, alarm codes, access to money or and controlled medications. Supervise staff access.
• Handle emergency situations and train staff to do so as well. Coach and debrief staff after any incident.
  

Communication

• Attention should be on the patients and staff in the day to day running of the clinic. Strategic noticing, planning and prevention are key.
• Maintain communication and professional working camaraderie with other WWH and WWHA clinic sites and with the WWH “HQ” management company team.
• Communicate each day’s “vital signs” to the ADCS.
• Maintain clear communication and rapport with MDs.
• Understand all Whole Woman’s Health policies, procedures, and protocols
• Communicate regularly with staff – memos, meetings, workshops.
  
  

Systems Management

• Accountable for patient records management and required reporting to state health departments, CLIA, NAF.
• Manage patient appointment templates, scheduling, and follow-up systems.
• Responsible for clinic income/cash mgmt. Must understand medical billing, abortion funding, Medicaid/Insurance systems, clinic cash flow/accounting.
• Understand quality control and regulatory compliance.
• Ensure that the inventory in the office is sufficient.
• Keep an eye to cost effectiveness, cost containment. Comparison-shopping is mandatory—be careful of over- and under-stocking.
• Demonstrate expertise in Risk Management.
• Focus on practice improvement and quality issues. Note services we may add and discuss ways to improve our care.
  
  

Community Marketing and Public Relations

• Work with ADCS and Marketing staff to develop and monitor a local outreach plan.
• Maintain an awareness of local community issues.
• Interact with outside physicians, agencies, offices, hospitals, etc. as needed to develop and maintain a strong referral network.
• Work with WWHA Advocacy Director and Advocacy Coordinator to develop and strengthen local community connections and relationships.
• Work with WWHA development team to secure grants and funders and to support grant reporting.
  
  

Physical Plant and Security systems

• Maintain physical plant and aesthetics of the facility. Address any problems promptly.
• Obtain estimates for repair and maintenance services before services are rendered – get “ok” from ADCS.
• Ensure that all security equipment and services are functioning correctly; provide training so that the staff is using it properly.
• Serve as the local contact for the alarm company and on-site contact for police.
• Understand federal, state, and local regulations regarding signage, protesting, picketing.
  
  

Physical Requirements

• Must possess the ability and capability to perform any task in the office.
• Must be able to lift 15 lbs or more, be able to physically move through the office unaided.
• Must have excellent visual and hearing acuity.
  
  

Compensation/Benefits

• Extremely rewarding career with palpable sense of making the world a better place for women on a daily basis. Perfect for those who want to make a difference.
• A competitive salary, commensurate with experience, size of clinic community, patient volume and number of staff in supervision.
• Eligible to enroll in medical, dental, and vision insurance offerings as well as voluntary insurance offerings and 401(k).
• Vacation/sick and 7 paid holidays.
• Ongoing professional development including management training, meetings, and resources.
  
  

Please note that this is a working job description that may evolve as the needs of the company change.

Whole Woman’s Health is an Equal Opportunity Employer and we welcome applications from women, people of color, and members of the LBGTQI community . We do not discriminate on the basis of actual or perceived race, creed, color, alienage or national origin, ancestry, citizenship status, religion or belief, age, marital or partnership status, family status, pregnancy and maternity, disability or handicap, sexual orientation, gender, gender identity, gender reassignment, predisposing genetic characteristic, military or veteran status, arrest record, or any other legally protected characteristic protected by applicable federal, state, or local laws.