Clinic Administrator

About JWCH: JWCH Wesley Health Centers is a nonprofit, Federally Qualified Health Center committed to improving the health and well-being of underserved populations in the Los Angeles area. Our mission is to provide and coordinate comprehensive healthcare, health education, services, and research to enhance the lives of our community members.

Position Purpose:

The Clinic Administrator is responsible for planning, coordinating, directing and monitoring all operational and financial aspects of Wesley Health Centers Clinic and Urgent Care. The Clinic Administrator will provide effective leadership to workforce members and oversee the delivery of quality, cost-effective patient care. This position works closely with lead providers, department supervisors such as Behavioral Health, HIV programs, community partners to direct and support personnel in fulfilling their responsibilities.

Program Population: This position is based in East Hollywood and is responsible for overseeing multiple locations along Vermont Avenue, as well as the Urgent Care location. These locations serve underserved populations, including individuals experiencing homelessness. The position plays a critical role in ensuring that health center resources are effectively utilized to connect patients to essential services, including primary care, urgent care, behavioral health, HIV care, and HIV prevention services.

Principal Responsibilities:

1. Provide overall direction and guidance for daily workflows, patient intake and discharge processes, and patient flow optimization to minimize wait times.
2. Oversee clinic and urgent care operations in collaboration with Clinical Supervisors.
3. Communicate organizational objectives, priorities, and vision to team members.
4. Assist staff in implementing departmental goals, policies, procedures, and reporting tools.
5. Foster a team-oriented approach to delivering high-quality, cost-effective care, with an emphasis on patient satisfaction.
6. Prepare an annual capital equipment list, monitor departmental activities, explain budget variances, and implement strategies to improve operational efficiency and control costs.
7. Coordinate provider schedules and patient appointments.
8. Monitor patient flow and ensure the electronic medical record (EMR) appointment system accurately reflects provider availability.
9. Collaborate with the Director of Clinic Operations to improve provider efficiency and resolve clinic-related issues as needed.
10. Monitor facility space utilization and capacity in relation to projected Medi-Cal managed care enrollment, patient visits, and service utilization. Recommend and manage facility expansion and improvement projects as needed.
11. Increase health center visibility through community engagement and participation in service-oriented and professional organizations.
12. Participate in organizational and ad hoc committees as needed.
13. Communicate operational issues, opportunities for improvement, and concerns to appropriate leadership as needed.
14. Monitor patient satisfaction through patient surveys and other appropriate feedback mechanisms.
15. Monitor the submission of patient grievances and collaborate with internal departments to ensure timely responses and resolution.
16. Ensure that customer service standards are consistently met.
17. Ensure the confidentiality and security of protected health information (PHI) in accordance with applicable HIPAA regulations and organizational policies.
18. Provide front office coverage as needed, including during meal breaks, staff absences, and vacations, to support continuity of clinic operations and patient flow.
19. Ensure patient encounters are completed, documented, and submitted to the billing department in a timely manner.
20. Perform weekly cash deposits and maintain accurate deposit records.
21. Conduct staff performance evaluations and complete required checklists and documentation.
22. Review and approve timesheets by established deadlines.
23. Complete reimbursement forms and submit them to the direct supervisor for review and approval.
24. Monitor and order office and medical supplies as needed to prevent shortages while maintaining adherence to budgetary requirements.
25. Organize and facilitate monthly staff meetings and encourage daily huddles with care teams.
26. Develop and implement corrective action plans in response to internal and external audit findings.
27. Coordinate with the Medical Records department to ensure patient records are available in a timely manner.
28. Establish and maintain a professional, respectful, and collaborative work environment.
29. Adhere to all organizational safety policies, procedures and regulatory requirements to ensure a safe environment for patients, staff and visitors.
30. Participate in required safety and compliance training and apply learned practices in daily work activities.
31. Use equipment, tools, and supplies safely and responsibly in accordance with organizational and regulatory standards.
32. Maintain awareness of infection control, occupational health, and emergency preparedness procedures appropriate to the role.
33. Participate in JWCH’s customer service training called AIDET on an annual basis.

1. Demonstrate an understanding of AIDET (Acknowledge, Introduce, Duration, Explanation, and Thank You) to apply in patient encounters or team discussions.
2. Utilize the AIDET communication framework to communicate with patients and team members in a manner that reduces patient anxiety, increases patient compliance, and improves clinical outcomes.

Requirements:

1. Master’s degree in Health Administration, Public Health, Business Administration, or a related field.
2. Minimum of three years of experience in healthcare management, including at least one year in a supervisory role.
3. Strong leadership skills, with the ability to guide, motivate, and develop team members.
4. Excellent verbal and written communication skills.
5. Demonstrated ability to manage the operational and financial aspects of a healthcare clinic.
6. Proficiency in electronic health record (EHR) systems and other healthcare management software.
7. Knowledge of federal, state, and local funding sources and programs that support healthcare services.
8. Experience working with patients, clients, and staff from diverse socioeconomic, ethnic, and cultural backgrounds.
9. Valid driver’s license, if travel between locations is required.
10. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
11. Bilingual (English/Spanish) is preferred.
12. Knowledge of HIPPA regulations and ability to ensure compliance.
13. High level of integrity and professionalism.
14. Commitment to delivering high-quality patient care and customer service.

*All JWCH, Wesley Health Centers workforce members are recommended to be fully vaccinated against COVID-19.

Employee Benefits:

At JWCH Institute, Inc., we believe in taking care of those who take care of others. If you work 30+ hours per week, you’ll enjoy competitive pay and a robust benefits package that includes:

• Medical, Dental, Vision
• Monthly employer-sponsored allowance for assistance with health premiums.
• Funded Health Savings Account (up to deductible) to assist with carrier-approved medical expenses.
• Paid time off (vacation, sick leave) and 13 paid holidays.
• 401(k) Safe Harbor Profit Sharing plan.
• Mileage reimbursement.
• Short- and long-term disability plans (LTD/STD).
• Life insurance policy & AD&D, and more!

Become part of a team where your work matters. Apply today and help us change lives, one patient at a time.

JWCH Institute, Inc + Wesley Health Centers is an Equal Opportunity and Fair Chance Employer.