Clinic Services Manager

University of the Pacific, United States

Updated: over 2 years ago
Location: San Francisco, CALIFORNIA
Job Type: FullTime
Deadline: ;

Posting Details
Job Title Clinic Services Manager
Union Level
Department Audiology
Campus San Francisco
Posting Number 201302576P
Full or Part Time Full Time
Number of Months 12
Work Schedule
Work preformed during standard business hours. 
Position End Date
Open Date 10/15/2021
Close Date
Open Until Filled Yes
Special Instructions to Applicants
For first consideration, please apply on or before November 19, 2021.

Primary Purpose
The Clinic Services Office Manager is responsible for providing administrative support to the Director of Clinic Services at the University of the Pacific Hearing and Balance Center in San Francisco as well as supervising and managing the daily operations of the front desk, including patient scheduling, patient intake management, ordering, inventory, billing, and collection management.
The Department of Audiology includes both University of the Pacific Hearing and Balance Centers in San Francisco and in Stockton. The Clinic Services Office Manager in San Francisco and the Clinic Services Associate in Stockton are expected to develop an effective working alliance that supports both clinics effectively. 
Essential Functions
  • Manages front desk patient reception, including greeting patients, communication with clinic faculty and staff regarding patient needs and insurance status, answering and routing phone calls in accordance with office policies, scheduling initial or follow-up appointments and check-out point of sale collections.
  • Ensures all patient intake, insurance, billing, and referral policy and procedures are optimized, documented, current and in accordance with all applicable laws and regulations.
  • Manages billing and insurance claims for the SF clinic which may include the following.
    • Determines specific insurance coverage and patient eligibility and communicates with patient and provider.
    • Prepares and reconciles insurance claims.
    • Prepares patient bills and point-of-sale collection when appropriate.
    • Tracks, receives, and posts payments.
    • Polite, prompt, and persistent communication with Insurance Carriers and Patients to pursue payment.

  • Manages and documents hearing aid delivery and shipping, patient inventory check-in and/or stock items. 
  • Responsible for maintaining a university issued “Procard” to purchase department supplies and equipment. 
  • Assists the Clinic Services Director to create and manage billing and revenue reports.
  • Assists the Clinic Services Director and Department Chair to facilitate on-going. organizational development, team building, and revenue building.
  • Acts as a liaison between Department, School, and other University departments, to facilitate smooth clinic operations.
  • Complies with State and Federal privacy acts, including HIPAA and other compliance agency regulations.
    		•
    Minimum Qualifications
    Education:
    • Two (2) years of post-High School education.


    Experience:
    • Two (2) years of responsible administrative experience, using current word processing software such as: Word, PowerPoint, Excel, Internet and electronic email.
    • Experience in point of sale or billing.
    • Experience in customer or patient service.

    Knowledge of:
    • Customer service techniques and strategies.
    • Front desk/receptionist duties. 
    Preferred Qualifications
    • Knowledge of advanced office procedures, etiquette and discretion; professional manner and attire; and courteous phone manners and office reception.
    • Experience supervising staff.
    • Effective patient or customer management and time management skills.
    • Familiarity with basic budget and bookkeeping procedures. Legal compliance with HIPPA, insurance collection policies, and all other practice-related protocols.
    • EOB knowledge and knowledge of multiple insurance plans and LOA processes.
    • Ability to maintaining a professional and caring demeanor at all times, and/or de-escalate, particularly in stressful situations.
    • Ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
    • Excellent phone & customer service skills, office organization, and event/meeting scheduling and records management skills.
    • Accounts receivable and payable skills.
    • Bilingual skills – Spanish, Mandarin or Cantonese highly preferred.
    Physical Requirements
    The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    Frequent standing, walking, sitting, bending, stooping, reaching, computer and phone use. May be requested to lift up to twenty-five (25) lbs. Infrequent climbing stairs, walking across campus. Constant communication using both spoken and written means.
    Work Environment/Work Week/Travel:
    Work preformed during standard business hours. 
    Hiring Range Commensurate with experience, exempt
    Background Check Statement

    All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
    AA/EEO Policy Statement

    University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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