Clinic Manager

Job Description

Job Title: Clinic Manager
Location: 6255 University Ave Ste 204, Middleton, WI 53562
Employment Type: Full-Time, Salaried
Schedule: Monday-Friday, 8:30 a.m.-5:00 p.m.
Reports To: Executive Director
Salary Range: $58,000 - $64,000 per year, commensurate with experience

Position Summary

The Clinic Manager organizes, monitors, and controls the business operations of Our Lady of Hope Clinic. Reporting directly to the Executive Director, this role ensures the clinic runs efficiently and effectively while upholding our mission and values. The Clinic Manager oversees administrative staff, manages daily operations, and ensures compliance with regulatory requirements.

Main Duties and Responsibilities

Clinic Membership
• Answer questions about direct primary care (DPC) and NaPro Technologies (NaPro) memberships.
• Create and update member accounts in the Electronic Medical Record (EMR) system.
• Track new inquiries, enrollments, and discontinuations, communicating changes to the bookkeeper monthly.
• Maintain data for end-of-year charitable donation letters.
• Track daily clinic visit data and prepare reports for Board of Directors meetings.

Human Resources
• Oversee hiring, training, and maintenance of human resource records for administrative staff.
• Vet candidates for hire and manage new hire paperwork and payroll processing.
• Track paid time off (PTO) for paid staff.

Daily Operations
• Supervise and maintain provider schedules in the EMR.
• Process mail, deliveries, and donations.
• Maintain and update clinic calendars.
• Coordinate patient translators, including maintenance of the Language Line.
• Manage filing and organizational systems for the practice.

Facility Management
• Maintain a safe and pleasant office environment.
• Oversee equipment selection and functionality.
• Ensure proper removal of medical waste and compliance with regulatory requirements.
• Manage cleaning services and ensure regulatory compliance (e.g., HIPAA, OSHA).

Secretarial and Finance
• Oversee financial aspects of the clinic, including billing, banking, and accounting.
• Maintain relationships with contractors and vendors (e.g., maintenance, medical supplies, property management).
• Process medical records requests and incoming faxes, attaching them to patient records.
• Oversee payment of invoices and maintain invoicing records.

Supplies, Inventory, and Equipment
• Supervise the selection and ordering of office and medical supplies.
• Develop business relationships with vendors.
• Maintain computer and phone systems, including security cameras, EMR upgrades, and network functionality.

Liaison to Staff
• Serve as the "go-to" problem solver for staff and volunteers.
• Oversee clinic staff and volunteers, working with the Executive Director, bookkeeper, medical assistant, and development director to manage daily operations.

Direct Assistant to Executive Director/Providers
• Maintain renewals of provider subscriptions, licenses, certifications, and CMEs.
• Assist in troubleshooting patient or staff complaints and developing process improvements.
• Support special projects as needed.

Educational Requirements
• Associate's or bachelor's degree in medical office management, business administration, nursing, or a related field is preferred.
• Equivalent work experience will be considered.
• Proficiency in Microsoft Office (Word, Excel) and data entry skills.
• Spanish-speaking skills are a plus.

Key Skills and Attributes
• Strong organizational, time management, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Ability to multitask and manage competing priorities.
• Compassionate and patient-centered approach.
• Commitment to the clinic's mission and Catholic values.

What We Offer
• A meaningful opportunity to make a difference in the lives of others.
• A supportive, mission-driven work environment.
• Competitive salary
• Professional development opportunities.

How to Apply
Interested candidates should submit the following materials to careers@ourladyofhopeclinic.org by 3/14/2025.
1. A cover letter detailing your interest in the position and alignment with the clinic's mission.
2. A current resume.
3. Contact information for three professional references.

Application Deadline: March 14, 2025
Start Date: ASAP

About the Employer

Our Lady of Hope Clinic (OLHC) is a nonprofit, Catholic, Direct Primary Care (DPC) medical clinic dedicated to providing compassionate, high-quality healthcare to our community. Rooted in the values of service, dignity, and faith, we offer direct primary care (DPC) and NaPro Technologies (NaPro) services for paying members, while also offering free primary medical care to the uninsured. We are seeking a dedicated Clinic Manager to join our team and help us fulfill our mission.