The Clinical Office Manager oversees and manages the daily operations of the clinic.They are responsible for ensuring a smooth, positive and patient focused environment. This includes, but is not limited to, managing and performing the functions of: registration, financial counseling, telephone answering, patient billing activities, scheduling of staff, supervising and performance management of clinic staff, clinic staff time and attendance reporting, coordinating meetings and ensuring staff adhere to the policies and procedures of the organization. It is the Clinical Office Managers responsibility to set the tone of the clinic environment through ensuring positive patient relations, working positively and supportively with all departments and employees of the organization, providing timely and accurate organizational information and supporting the Mission, Vision and Values of RejuvStem Clinics of Mexico.
Skills and qualifications:
- Demonstrates business acumen;
- Demonstrates ability to problem-solve and execute to solutions;
- Demonstrates customer/patient focus;
- Demonstrated leadership and management abilities with strong people skills;
- Skilled in conflict management and de-escalation techniques;
- Able to work in a high-volume, complex environment.
- Ability to foster a positive, problem-solving approach to the work;
- Ability to work independently, as well as to be part of a collaborative team;
- Excellent written and oral communication skills;
- Proficient in multitasking and time management.
- Demonstrates proficiency in critical thinking skills which shows individual is able to make reasoned judgments that are logical and well-thought out;
- Does not accept all arguments and conclusions on face value but demonstrates an attitude that questions arguments and conclusions which requires wanting to see what evidence is involved to support a particular argument or conclusion;
- Demonstrates interest to seek and gather more information, being open to new ideas before suggesting answers to problems;
- Demonstrates ability to professionally question information, not accepting what is initially presented;
- Ability to admit when one's opinions and ideas are wrong when faced with new convincing evidence that states otherwise;
- Ability to make sound decisions when faced with multi-faceted problems.
**Requirements**:
- Two (2) years supervisory experience in healthcare, legal, business, insurance or administrative office
- Two (2) years experience supervising more than five (5) staff;
- Knowledge and experience with medical terminology, coding and billing;
- Intermediate-level skills in Microsoft Suite products (Word, Excel, Outlook, PowerPoint);
- Experience working in Electronic Medical Records
- Bachelor's degree in Health Services Administration or business field;
Role activities:
- Oversee daily operations of the clinical office, ensuring that all employees and patients are safe and satisfied.
- Develop and implement policies and procedures for the office, ensuring that they align with regenerative wellness principles and best practices.
- Work with Sales Team, on ensuring proper education materials are available and given/shown to all new patients
- Take all newly assigned patients for scheduling (if another team member schedules a new patient, the Patient Manager will make follow up calls to the patient) and log all new patients in the Patient Journey tracking system, AMP to CHARM
- First point of contact for leads with follow up calls for inquiries
- Scheduling initial consultations with CEO/COO
- Scheduling clinical consultations with Medical Director and medical team
- Confirming medical documentation has been submitted by patients at least 24 hours prior to the clinical consultation with assigned physician
- Preparing treatment protocol presentation with treatment protocol provided by the doctor
- Answer all questions new patients may have prior to the initial visit
- Ensure all new patient paperwork is completed and received as well as any required medical records, prior to the initial visit
- Build relationships with new patients; find something out about them and make their initial visit unique via a small purchase of a special item of interest or joy for the patient
- Conduct congratulatory calls and introduction
- Educate all patients through their journey on supplements and services provided at all Complete Care locations
- Educate and promote our program with all new patients
- Collaborate with medical staff to coordinate patient care and treatment plans, including organizing and maintaining medical records and ensuring that patients receive timely and appropriate care.
- Oversee the maintenance and updating of electronic health records, ensuring that they are accurate, secure, and compliant with relevant laws and regulations.
- Backup front office when required
- Prepare and distribute a patient folder to every new patient to bring to their appointments; for tracking follow-up i
