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About the Role

The Clinic Operations Manager oversees daily clinic operations, including billing processes, denial management, scheduling, documentation, and daily reporting to ensure efficient service delivery.

Responsibilities

• Ensure professional, efficient, and accurate scheduling of patient appointments.
• Oversee adherence to the Patient No-Show Policy and Procedures.
• Provide coverage for the Health Center Director, Patient Care Coordinator, and Scheduling Manager.
• Manage incoming calls and direct them to appropriate departments.
• Collaborate with the Director of Credentialing to monitor staff credentials.
• Manage inventory of office supplies and client concessions.
• Oversee mail pickups, deliveries, and processing.
• Supervise scanning volume and document labeling in eCW and eIcare.
• Greet visitors and coordinate interviews and meetings.
• Maintain a clean, organized office space and prepare exam rooms.
• Provide administrative support to the Health Center Director.
• Deliver strengths-based, gender-affirming, trauma-informed, and harm reduction-aligned healthcare.
• Coordinate coverage between clinics.
• Ensure positive customer service experiences and de-escalate concerns.
• Train direct reports in customer service best practices and agency values.
• Oversee distribution and reconciliation of MetroCards.
• Ensure new client data entry in eCW and eIcare.
• Distribute and document Undetectables (UND) gift cards.
• Prepare and participate in daily huddles with clinical and administrative staff.
• Perform data collection and daily reporting on clinic visits and profitability.
• Collaborate with the billing department to resolve coding errors.
• Provide coverage for the Patient Service Representative as needed.
• Supervise the operations team, including Patient Service Representatives, Intake Specialists, and Referral Specialists.
• Coordinate subpoenas with the Compliance Officer.
• Manage inventory and reconciliation of UND cards.
• Oversee daily insurance verification and assist uninsured clients with sliding fee applications.
• Collaborate with Community Partnerships to maximize patient visits.
• Participate in quarterly advocacy efforts.
• Comply with mandatory HIPAA/Privacy and Employee Compliance Programs.
• Escalate operational concerns to the Health Center Director or Vice President.
• Assume the role of Health Center Director in their absence.

Requirements

• 2-4 years of experience in the field or a related area.
• Familiarity with standard medical field concepts, practices, and procedures.
• Knowledge of billing and collections systems.
• Knowledge of eCW EMR system and data collection.
• Ability to work evenings and weekends per month.
• Experience working in a community-based setting preferred.
• Experience working with LGBTQIA+ populations, homelessness, substance use, or mental health challenges preferred.

Skills

• Clinic operations management
• Medical billing and collections
• Data collection and reporting
• Staff supervision
• Customer service and de-escalation
• HIPAA compliance
• eCW EMR proficiency
• Trauma-informed care

Work Type

• Full-time

Experience Level

• 2-4 years

Education Level

• Bachelor’s Degree preferred

Salary/Compensations

• $55,000-$60,000

Benefits

• Three comprehensive healthcare plans
• Employer-subsidized healthcare premiums
• Paid Time Off (PTO) up to 30 days in the first year
• Educational benefit for tuition loan reimbursement, tuition costs, and textbooks

About the Company

• Founded in 1990 with a long-term commitment to AIDS advocacy.
• Operates New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program.
• Provides Health Home care management, behavioral health, and syringe exchange programs.
• Operates 10 high-end thrift shops and a Bookstore Cafe in NYC.
• Fights for funding and legislation to ensure access to housing, healthcare, and HIV prevention.

Equal Opportunity

• Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
• Complies with applicable state and local laws governing nondiscrimination in employment.
• Does not request prior salary information during the hiring process.