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Requisition Number 18-0084
Post Date 3/14/2018
Title Bilingual Clinic Operations Specialist
City Boulder
Description ***Must be bilingual in Spanish and English***

Schedule:
M,T,Th, F- 8a-5p
Wednesday- 11a-8p

This job exists to: Serves as the primary clinic operations employee across all non-management operations roles supporting the clinic. Acts as a role model to the support staff in terms of attitude, attendance, skills, hospitality and willingness to help others in the clinic. Ensures confidentiality of patient records and is integral part of the care team in providing patient care.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Clinic Operations Technician Role:
• Provide back-up to the Clinic Operations Manager (COM) position.
• Leadership:
o Maintains basic knowledge of various programs pertaining to Clinica reimbursement including Medicaid, Medicare, CICP, Clinica Sliding Scale, CHP+, and third party payers.
o Maintenance of confidentiality at all times.
o Acts as Subject Matter Expert (SME) for Z-Pay, including appropriate utilization and ability to guide and direct OTs as necessary
o Provides leadership and coaching.
o Support the interviewing process for new OTs
o Responsible for orienting/training new OTs
o Responsible for auditing OTs.
o Report Champion for all data points related to OT responsibilities
o Assist COM(s) as needed. (Staff schedules, daily huddle, etc.)
• Administrative duties:
o Order medical and office supplies.
o Maintain inventory and storage areas.
o Maintain patient education materials.
o Assist COM in maintaining JCAHO Compliance.
o Complete CLIA and OSHA daily, weekly and monthly tasks.
o Receive VFC vaccines, unpack, and maintain proper storage.
o Vaccine management.
o Assist with audits.
o Complete routine safety checks.
o Assists with site inventory and stocking for the ROR program.
o Other miscellaneous clinic duties.
• New employee orientation:
o Assist COM in training new employees and continuing education with current employees on operating procedures.
o Assist with initial orientation of new employees (building tours, OSHA training, assigning and labeling mailboxes,).
• Effective and efficient patient interactions:
o Accurate preparation for the patient visit.
o Excellent hospitality upon patient arrival and during the visit.
o Registers patients into NextGen and updates family members and any changes in patient status
o Acts as a SME for verifying private insurance eligibility.
o Accurate collection and balancing of patient payments.
o Proficient in My Clinica Connection. Serves in the MCC Superuser role (reference Superuser job description).
o Maintains cultural sensitivity during the patient visit.
o Quality scheduling of patients.
• Supports clinic flow:
o Monitors the schedule daily to ensure that it is filled accurately and completely.
o Facilitation of patient flow.
o Assists other clinic members whenever possible.
o Oversees appropriate cleanliness and activity in patient lobby.
o Reception and appropriate distribution of all clinic deliveries.
o Reports signs of abuse/neglect to a clinic manager.
o Proper telephone operations for patients and employees and lab vendors.
o Actively participates in Clinic Huddles, including leading discussions and presenting topics, as needed
o Supports Clinical team with all planned care initiatives.
Referral Case Manager Role:
• Specialty Care Coordination:
o Provides management of specialty care referrals to assure all needed information is obtained to facilitate an effective specialty referral.
o Coordinates specialty care appointment scheduling and follow-up.
o Updates and monitors all referrals being tracked per the timeline specified in the specialty referral procedure.
o Request support from professional staff when needed.
o Provides superb customer service to all customers, coworkers, and outside customers.
o Communicates with providers regarding pending referrals and issues pertaining to processing requested referrals.


Case Manager Role:
Care Coordination:
• Organize patient care activities and sharing of information among all of the participants concerned with a patient's care to achieve safer and more effective care.
o Chronic disease registry management
o Supports complex care management activities as directed by the PCP, RN, BHP
o Facilitate transfer of higher-acuity patients to BHP
o Link patients to community resources based on needs identified in health and health risk screenings

Medical Records
• Initiates, updates and maintains electronic medical records.
o Completes scanning and data entry of medical information
o Is proficient in retrieving data from Meditech, Children's Colorado Connect, Avista Centura Health, CORHIO and CIIS
o Opens and distributes mail, faxes and interoffice mail
o Follows confidentiality procedures.
o Assists clinical team with medical records and other administrative work when appropriate.
o Referral Tracking – closes out referrals and data enters results from referral appointment
o Daily chart audit.
o Processes medical record requests using My CLINIC Connection and responds appropriately.
o Process medical record requests according to guidelines.
o Is knowledgeable of sending charts to and requesting charts from the medical records storage company.
o Works EMR tasks on a daily basis.

OTHER DUTIES AND RESPONSIBILITIES:
• Maintain a safe work environment by remaining informed of and compliant with the clinic’s safety policies, and in particular by application of safe practices in area of own responsibility.
• Compliance:
o Knowledgeable of and compliant with laws and regulations governing area of responsibility.
o Responsible for reporting any potentially non-compliant conduct.
o Cooperate fully with our Compliance Officer in upholding our Compliance Plan
• Other duties as assigned by Clinic Operations Manager

SUPERVISION: None

SCOPE OF AUTHORITY:

This position is expected to perform responsibilities with general managerial direction. For immediate problems, the position is responsible for independent problem solving.

Progress is reviewed quarterly and results are measured and formally evaluated annually.

Requirements POSITION QUALIFICATIONS:

A. Education / Experience
1. High school diploma or GED.
2. One year of administrative experience is required, healthcare experience preferred.

B. Knowledge, skills and abilities:
1. Excellent organizational skills, attention to detail, ability to perform under pressure and work in a team management system is required.
2. Computer knowledge including familiarity with the Internet, MS Word, PowerPoint, EHR and Excel.
3. Fluency in written and spoken Spanish is required.
4. Knowledge of Management Information/Automated Billing systems preferred.
5. Ability to work under pressure with sensitivity to low income, ethnic minority community.
6. Leadership abilities – takes an active role in problem solving, improving efficiencies and resolving conflict.
7. Good communication skills – able to effectively communicate, both written and orally, with Clinica staff and patients.
8. Great role model – is team focused, has excellent attendance, does not participate in gossip or negativity, and has a great attitude.
9. One year experience within a medical facility preferred.
10. Basic computer, math and phone skills.
11. Ability to handle multiple tasks at one time.
12. Excellent hospitality and organizational skills.

PRINCIPAL WORKING RELATIONSHIPS:
• All Clinica employees at site and occasionally other sites
• Patients
• Outside contacts such as community, and vendors

MATERIALS AND EQUIPMENT DIRECTLY USED:
• Medical supplies and equipment
• Computer
• Scanner
• Fax Machine
• Data and data-based development and resources
• Telephone
• Office equipment

WORKING ENVIRONMENT / PHYSICAL ACTIVITIES:
• No risk of exposure to blood borne pathogens.
• Usual office environment.
• Ability to travel from clinic to clinic as required.
• Occasional evening or weekend work may be required.
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An Equal Opportunity Employer