Employment Opportunities

Position Profile: Clinic Manager – Rocky Medical Clinic

POSITION SUMMARY:

The Clinic Manager has primary responsibility for all clinic operations and financial management.

The Clinic Manager will also act a as the clinic Health Information Officer and Security Officer.

MAJOR DUTIES & RESPONSIBILITIES

Financial Management

  • Responsible for overall clinic financial and cash flow management
  • Develop annual clinic budget
  • Produce monthly financial statement; review, analyze and interpret financial statements
  • Reconcile all bank accounts monthly
  • Oversee and approve payments for cheques prepared by Administration Support
  • Review and approve 3rd Party Accounts Receivable Reconciliation prepared by Administration Support
  • Review, approve and submit payroll in accordance with the established provider schedule
  • Prepare and reconcile Agent Corporation overhead allocations to Physician Owners
  • Record Accounts Receivable payments and prepare bank deposits
  • Calculate and monitor reimbursements due to the Clinic from the Primary Care Network
  • Review, monitor and collect overdue accounts
  • Ensure supplies are purchased per approval policies, to meet the clinic needs
  • Oversee timely and accurate submission of billings, reconciliation of reject billings
  • Oversee preparation of invoices for uninsured services and related collections
  • Review EMR billing, statistics and outstanding Accounts Receivable reports and reconcile to general ledger for accuracy and completeness
  • Ensure billing staff are trained and current on changes in the Schedule of Medical Benefits and rules/rates and EMR functionality
  • Manage and review application of new physician payment rules and programs (e.g. business costs program)
  • Ensure reconciliation of physician payment/income records on a monthly basis and prepare physician reports
  • Monitor actual expenditures and overhead contributions against projections and make recommendations to Physician Executive for adjustments
  • Gather background data and conduct data analysis for any financial decision-making as requested by physicians (e.g. overhead allocation discussion)
  • Review and approve physician payments, advances and electronic funds transfers
  • Ensure appropriate internal financial controls are in place to prevent error or fraud.
  • Ensure all working papers are prepared for external accountant(s)
  • Ensure review and authorization from Physician Executive for all financial and payroll transactions

Human Resources

  • Supervise staff on a daily basis
  • Mediate staff conflict issues and manage any staff disciplinary concerns
  • Ensure compliance with Employment Standards regulations
  • Responsible for recruitment, interview, hiring and termination of all clinic staff
  • Develop and maintain a clinic staff orientation process and checklist for training
  • Conduct 3-month probationary reviews with new staff; monitor and identify additional training needs
  • Administer staff benefits package including orienting and setting up new employees
  • Organize and chair staff meetings on a regularly scheduled basis
  • Maintain current staff job profiles
  • Deploy and maintain a staff performance management system
  • Ensure staff understand and have access to all human resources policies and procedures
  • In consultation with Physician Executive establish, maintain and update office/human resource policy changes

Payroll

  • Oversee and approve payroll submission and administer rate adjustments
  • Conduct regular scan of market rates for wages and make recommendations to Physician Executive for rate changes
  • Review banked, sick and vacation time and apply Human Resources policy
  • Oversee ROE preparation and reconciliation of payroll source deductions

Operations Management

  • Meet on a regular basis with Physician Executive and coordinate physician meetings
  • Analyze and balance staff workload deploying staff to effectively support physicians
  • Participate in special projects – practice improvements
  • Initiate, analyze and implement major EMR changes or changes in clinic processes
  • Manage physicians’ questions – analysis of activity at station, assist with operational queries
  • Support on-boarding of new physicians and manage agency agreements
  • Ensure appropriate insurance coverage
  • Ensure clinic policies and procedures manual is documented, regularly updated, and distributed to all staff and physicians
  • Ensure all major clinic processes are documented, regularly updated and kept on file
  • Ensure staff are trained, and clinic is in compliance, with the Health Information Act
  • Ensure all information agreements are signed and current (e.g. Information Sharing Agreement, Disclosure Agreement, Information Manager Agreement, Staff Confidentiality Oaths)
  • Monitor facility cleaning, security, maintenance and liaise with service personnel
  • Primary liaison with all external parties for leasehold improvements
  • Manage patient complaints about clinic/ physicians and report to the individual doctor(s) and Physician Executive

Capital Asset/IT Management and Maintenance

  • Negotiate and manage all leases and contracts on behalf of clinic for capital assets and services (building lease, major equipment, hardware/software, phone system, janitorial, etc.)
  • Manage all procurement for major equipment purchases (exam tables, phone system)
  • Develop and maintain relationships with Electronic Medical Record (EMR) software provider representative(s), and support personnel
  • Train staff on EMR software
  • Communicate with computer and phone system service providers to maintain operations and install updates as required
  • Annual review and update (as required) of Privacy Impact Assessment documentation

REQUIRED SKILLS & ABILITIES

  • Ability to recruit, retain and manage staff
  • Ability to effectively communicate verbally and in writing
  • Ability to lead change management processes
  • Ability to lead conflict resolution processes
  • Proficiency in PCs and PC based programs and applications
  • Proficiency in a financial software package such as Sage 50
  • Oversee physician billing, invoice and payment reconciliation practices
  • Skill in developing and maintaining effective working relationships with physicians, staff, patients, public, and external agencies
  • Ability to take initiative and to exercise independent judgment, decision-making skills, and problem-solving expertise
  • Maintain confidentiality of patient, clinic financial and information and physician and staff confidential matters
  • Knowledge of Alberta Primary Care Networks
  • Knowledge of the Health Information Act
  • Knowledge of Alberta Employment Standards

REQUIRED QUALIFICATIONS

Criminal Record Check:

  • Satisfactory completion of a Criminal Record Check for Vulnerable Sector

Education/Professional Certification/ Designations:

  • Completed post-secondary education in Health care management or financial administration would be preferred

Experience:

  • At least 5+ years of work experience in supervisory/management role
  • Experience in health care administration and/or financial administration

Supervision

Reports to: Physician Executive

Position(s) supervised: All staff

COMPETENCY EXPECTATIONS

  Expected Competency Level
Effectiveness 3
Decision-Making 3
Communication 3
Helping Others 3
Self-Management 3
Leading Others 3
Time management 3

Family Physicians

We are seeking Family Physicians with a keen interest in rural medicine to join our group practice.  Successful candidates will be expected to share in the ER on-call rotation.  Many opportunities exist for long-term care, in-patient care, indigenous health care and outreach clinics.  The following positions are available:

 Family Physician with Basic Obstetrics

The successful candidate would be expected to participate in the obstetrics on-call rotation for low-risk vaginal deliveries.

Qualifications:  Licensure with the College of Physicians and Surgeons of Alberta (CPSA)

Current ACLS, ATLS, NRP, and ALARM (or equivalent) are desired

Contact: rocky.recruit.retain@gmail.com

Family Physician without Basic Obstetrics

Qualifications: Licensure with the College of Physicians and Surgeons of Alberta (CPSA)

Current ACLS, ATLS are desired

Contact:  rocky.recruit.retain@gmail.com