Clinic Manager

Summary

Under general direction, the director of public health, organizes, and directs the day-to-day business operations of the Public Health Clinic. The position oversees patient access, scheduling, clinic flow, staff supervision, billing coordination, inventory management, and policy/procedure development to ensure efficient, compliant, and patient-centered services across clinic programs (ICC, STI, Immunizations, and HIV). This position is non-clinical and does not provide direct patient care.

Essential Functions

• Provide daily supervision, coaching, and performance management of front desk/patient access staff and clinic nursing/support staff.
• Conduct regular huddles and monthly clinic staff meetings; develop agendas, document action items, and track follow-through.
• Monitor patient flow and wait times; implement process improvements to meet service level targets.
• Build and maintain clinic schedules for ICC, STI, Immunizations, and HIV/Hep C; align resources with demand. Coordinate provider schedules and coverage across all clinic programs.
• Serve as primary liaison to Billing/Revenue Cycle to ensure accurate registration, charge capture, coding, and claim submission.
• Review superbills and front-end documentation for accuracy; conduct front desk QA audits and corrective training.
• Track and report visit volumes, payer mix, no-show rates, denials trends, and other key performance indicators; recommend corrective actions.
• Develop, implement, and maintain administrative procedures (e.g., no-show, release of information, front desk standards, late clinic operations) in alignment with department policy.
• Approve and manage user access and roles within the EMR; maintain access logs and ensure adherence to HIPAA and security standards.
• Coordinate with IT/IS on downtime procedures and connectivity issues; ensure staff are trained on downtime and recovery workflows.
• Maintain documentation and records required for state and federal program compliance.
• Oversee ordering and receipt of clinic supplies, medications, and vaccines; maintain par levels and secure storage.
• Maintain medication and vaccine inventory systems; conduct routine cycle counts and annual physical inventories.
• Partner with public health program managers and leads to meet grant/program deliverables; provide routine operational reports to leadership.
• Investigate service concerns; implement corrective action plans and communicate resolutions to stakeholders.
• Collaborate with Communications to promote clinics (e.g., late vaccine nights, back-to-school events).
• Support emergency operations and surge activities as assigned (may include after-hours or weekend work).
• Additional duties as assigned.

Qualifications

Required

• Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or a closely related field; equivalent combination of education and progressively responsible clinic/healthcare operations experience may be considered.
• Three (3) years of experience in clinic or healthcare operations, including staff supervision.
• Demonstrated proficiency with electronic medical record (EMR) systems and Microsoft Office/365 (Word, Excel, Outlook, Teams).
• Working knowledge of HIPAA, patient registration/intake workflows, scheduling, charge capture/coding basics, and healthcare compliance.
• Valid state driver’s license.

• Five (5) or more years of ambulatory/clinic operations leadership.
• Experience with immunization programs (including TVFC), vaccine inventory management, and medication/supply purchasing.
• Familiarity with public health program operations (STI, HIV, immunizations, lab) and grant-funded environments.
• Experience with quality improvement (QI) methods and dashboard reporting.
• Exposure to revenue cycle functions (front-end edits, denials prevention, reconciliation).

Knowledge and Abilities

Knowledge, Skills & Abilities

• Knowledge of clinic operations, scheduling optimization, and patient access best practices.
• Knowledge of inventory controls, cold-chain management, and chain-of-custody documentation.
• Skill in staff leadership, coaching, and conflict resolution; ability to build a culture of accountability and service.
• Skill in data analysis and performance reporting; ability to translate metrics into operational improvements.
• Ability to write clear SOPs/policies and train staff to consistent competency.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing program needs.

• Work is performed in a clinical office environment with frequent computer use and periods of standing/walking in clinic areas.
• Occasional lifting/moving of supplies up to ~25 pounds.
• Occasional evening hours required for late vaccine clinics; additional hours may be required during public health emergencies or surge responses.