Growing Well Practice Manager

About the job

Not Eligible for Visa Sponsorship

VISA sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S

Primary Purpose of Position

The Growing Well Practice Manager will play a key leadership role in ensuring the efficient, and family-friendly operation of the Growing Well Developmental Clinic. This individual will oversee daily administrative functions, supervise front office staff, coordinate scheduling and billing systems, and support compliance and quality improvement efforts.

Minimum Qualifications

Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Essential Job Functions

Key Responsibilities:

• Manage day-to-day operations of the front office and administrative functions

• Supervise and support front desk and administrative staff, including training, scheduling, and performance evaluation

• Perform end of day balancing for GW front desk collections and make deposit according to IPC procedure

• Manage and supervise patient scheduling, ensuring accuracy and timeliness of appointments. Schedule to productivity goals and minimize no shows while scheduling according to Growing Well Milestone visits.

• Serve as back up medical assistant when needed

• Supervise and ensure timely medical records processing by the medical assistant/front desk staff who manages all incoming and outgoing referrals, faxes, records requests, patient release of information, etc.

• Work with front desk/medical assistant to ensure front desk is covered during clinic times

• Ensure insurance verification and eligibility occur with each patient

• Maintain and update office procedures, intake forms, and workflows to ensure efficiency and compliance

• Serve as liaison between front desk/office staff and clinical staff to facilitate smooth communication and patient flow

• Ensure the clinic environment is welcoming, organized, and responsive to the needs of young children and families

• Monitor supplies for office equipment, evaluations, medical supplies and services

• Assist with reporting, audits, and data collection related to clinic operations as needed

• Ensure compliance with HIPAA, OSHA, and internal policies and procedures

Knowledge, Skills, & Abilities Required for this Position

• Knowledge of healthcare administration, business, or a related field gained through an Associate’s degree (or equivalent work experience)

• Knowledge of administrative or office management, gained through a minimum of 3 years of experience, preferably in a medical or pediatric setting

• Strong leadership and supervisory skills with a team-oriented approach

• Excellent communication, organizational, and problem-solving abilities

• Proficiency with electronic health records (EHR), scheduling, and billing software

• Ability to manage multiple priorities in a dynamic, fast-paced clinic environment

• Sensitivity to the needs of families navigating developmental and healthcare services

Preferred Qualifications

• Experience in a pediatric, developmental, or early childhood healthcare setting

• Familiarity with Medicaid, private insurance, and early intervention systems

• Bilingual or multilingual (especially Spanish or locally spoken languages)

• Knowledge of trauma-informed care and culturally responsive practices

Required Functional Competencies to Successfully Perform Job Duties.

Program Administration

Ability to establish expectations and clear directions for the Growing Well Clinic independently. Ability to make decisions regarding the program expectations and direction to ensure Growing Well Clinic and Grant Contract outcomes and timelines are met. Ability to identify, understand, and provide corrective alternatives for issues and problems of a more complex nature including managing referrals, scheduling, and clinic flows and processes. Ability to adjust Clinical priorities based on changing work environment and deadlines, patient no shows, staff absences, etc.. Ability to analyze and develop information for monitoring and measuring work processes, including utilizing PDSAs (plan do study act). Ability to determine clinic program effectiveness and efficiency around patient volume, scheduling timelines, and daily operations. Ability to identify trends in clinical operations or activities and make recommendations. Ability to manage the reporting of clinical costs and revenues for quarterly and annual reporting.

Customer Service

Ability to enhance collaboration among the clinical team. Ability to build consensus when dealing with opposing points of view, and resolve competing or complex issues. Ability to promote a high level of integrity among all staff. Ability to engage and act in the best interests of the Growing Well Clinic by aligning service delivery with strategic goals and client’s needs. Knowledge of the unique needs of the patients and ability to provide responsive services/answers tailored to their needs while supporting clinicians . Ability to maintain quality service standards and recommend improvements.

Leading Work Teams

Ability to train, assign, supervise and review the work of others. Ability to perform and/or supervise several administrative functions including managing patient volume expectations, daily clinical flow and processes, and management of provider schedules based on areas of expertise. . Ability to supervise a various functions of considerable complexity including Growing Well Milestone Visits, Targeted Visits, and scheduling based on patient need and provider skill and availability across multiple sites (Asheville, Hickory, Boone, and Wilkesboro).

Physical Demands of Position

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Competency Level Statement

Management will only consider applicants who meet the required competencies.

Special Instructions to Applicants

Submit cover letter, resume and a list of 3 professional references