Reports To: Dental Director

Job Summary: Oversees the day-to-day operations of the Wellness Center location of Our Lady of Mercy Community Outreach ensuring organizational effectiveness through finance management, office and facility management, and program oversight. This position helps with planning, implementation, monitoring, and reporting of the Wellness Center and ensures delivery of high-quality customer service with clients, volunteers, donors and visitors. Serves as the key point person for patients and provides appropriate intake, referrals to internal and external support, and manages outpatient appointments for OB-GYN. Works directly with a variety of staff and volunteers to ensure a positive client experience and provides routine Spanish/ English translation for patient interactions. Serves as back-up front desk support.

Responsibilities:

• Monitors compliance with policies and procedures of standard of care, privacy, quality assurance, patient safety and eligibility verification; ensure all mandatory requirements and credentialing are complete and up-to-date.

• Monitors, forecasts and analyzes budget and financial information and utilizes all resources in an effective and economical manner in collaboration with the Dental Director and the Director of Finance and Administration

• Ensure operational activities remain on time and within a defined budget

• Prepare reports, as requested

• Oversee accounts payable and accounts receivable

• Oversee materials, equipment and inventory management

• Establish and maintain positive and supportive relationships with OB-GYN, Dental and other Wellness clients at both sites. Maintain understanding of patient needs and coordinate, as appropriate, with other OLMCOS programs to ensure holistic approach to patient health.

• In conjunction with OB-GYN staff and volunteers, manages Prenatal program including: program orientation for new OB patients, helping patients apply for emergency Medicaid and other governmental assistance programs, coordinating outpatient procedure appointments, following-up with patients as directed by nurse or physician, and managing in-kind donations.

• In conjunction with OB-GYN staff and volunteers, support to Gynecology patients by coordinating outpatient procedure appointments, serving as point of contact for all communication regarding patient with partners, and following-up with patients as directed by physician.

• In conjunction with Dental staff and volunteers, make appropriate client referrals, ensuring patients understand their treatment plan, follow-up with patients after specific treatment procedures and provide basic health/hygiene information or feedback as directed.

• Maintains current patient records and case notes.

• Assists with weekly schedule and activities to ensure patient priority and need is maintained. 

• Provides administrative support to patients by managing billing discrepancies between OLMCOS and partners.

• Assists in data collection and grant reporting as well as collection of client success stories.

• Manage relationships with key vendors

• Represent Our Lady of Mercy Community Outreach to the community, including clients, community members, volunteers, donors and other services providers

• Other duties as assigned

Education/Certification: Bachelor degree in healthcare management, nursing, clinical operations management, business administration or related field required. Clinical background preferred. Experience with governmental assistance programs and local resources a plus. Must be bilingual in Spanish and English.

Qualifications/Skills:

• Strong budget tracking and oversight proficiency

• Business-oriented with analytical skills to forecast and identify trends and challenges

• Experience with grants management and tracking

• Professional judgment, confidentiality and discretion that comes from at least five years of experience in the health field, preferably in a nonprofit environment

• Excellent interpersonal, communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.

• Self-starter with keen analytic, organization, project management and problem-solving skills.

• A multitasker with the ability to wear many hats and adapt quickly in a fast-paced, high pressure environment.

• Working knowledge of HIPAA and other regulatory requirements for outpatient healthcare delivery.

• Aptitude to learn new approaches, skills and applications quickly

• Excellent written and verbal communication, customer service, conflict management and interpersonal skills.

• Ability to work in a fast-paced environment.

• Computer literate including proficiency in Microsoft Office, Google Suite, Excel, and internet. Comfortable with some data collection and reporting.

FLSA Status: Part-time, Regular (Exempt) employee

Physical Demands/Work Environment: Work is performed in a fast-paced and sometimes stressful, professional office environment with noise at moderate levels. Position requires employee to effectively use a computer at a work station for long periods of time and to accommodate potentially frequent interruptions. Must be able to lift 10-15 pounds. Standing for long periods of time and frequent walking is required.

Schedule: This position is a part-time, exempt position for 30 hours per week. Additional hours may be required during peak times, which may require an adjusted work schedule, and evening/weekend hours in order to meet deadlines. All work hours above standard hours must have pre-approval of supervisor.