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Job Title: Clinic Outreach/Referral Manager Department: Clinics @ PAU
Reports to: Assistant Clinical Director, Aviva Wilcox (Regular CM Duties will Be Directly Managed by Senior Clinic Managers)
JOB SUMMARY
The Clinic Outreach/Referral Manager position is a specialized CM1 student role focused on engaging in outreach and managing referral sources while supporting the clinic with regular Clinic Manager I work at the clinic at a reduced volume.
Outreach and Referral Management Role
JOB DESCRIPTION
In addition to standard CM duties, this position has two major areas of focus. Both of these areas of focus include outreach via phone, email, and in person. This may include outreach at events on evenings and weekends and/or coordinating other folks to engage in these tasks.
:
- Â Referral Management:
- Maintaining, updating, and expanding the referral spreadsheet and resources for the clinic. This includes regularly contacting current referral sites for updated information, researching new potential referral options, and responding to requests for outreach events.
- Â Outreach:
- Building and maintaining relationships to organizations and individuals who can be a source of referrals to the clinic. This includes collaborating with the directors and CMs to identify approaches, strategies, and potential referral sources for the clinic. This may also include developing new print or digital materials including, but not limited to social media accounts.
Clinic Manager I (CM1) Role
The CM1 role is responsible for the day-to-day management of clinically-oriented mental health services for The Clinics at PAU. Clinic Managers bridge administrative communication between clients and student therapists and generally provide the first line of support and assistance for everyone at the clinic. CMs also ensure that existing policies and procedures are understood and implemented across the clinic.
JOB DESCRIPTION
Basic clerical duties:
- Answering the telephone
- Delivering messages
- Screening potential clients
- Sorting and responding to emails
- Taking and recording client payments
- Updating contact information
- Maintaining clinic cleanliness
- Monitoring HIPAA compliance
- Coordinating risk management
- Performing quarterly audits
- Answering supervisor and therapist questions regarding policies and procedures
- Informing supervisors of student therapist adherence to clinic policies and procedures Individualized sub-jobs, such as:
- Collecting weekly information regarding student therapist caseload and hours worked, followed by communicating this information to clinic directors
- Updating the Clinics at PAUÂ Student Manual
- Updating the Clinic Managers Manual
- Processing files for termination
- Monitoring the database for irregularities
- Translating clinic materials into Spanish
- Assembling and resupplying intake packets
- Organizing referral resources
- Scheduling and oversight of the weekly student therapist task of “clinic duty” (in which student therapists spend one hour a week performing small duties around the clinic)
ESSENTIAL QUALIFICATIONS
- Must be enrolled in either the Ph.D. or Psy.D. program at Palo Alto University
- Must have at least 3 quarters of experience as a CM1 (Clinic Manager 1)
- Must be able to work at least 1 in-person CM1 shift per week (4-5 hours) for each quarter. (Taking on additional shifts for a specific quarter is permitted with prior supervisory approval.)
- Must be able to provide back-up/substitute coverage for 1-2 shifts per week to be available if other CM’s call out sick
- Must be able to attend required staff meetings and training (typically 1-2 times a quarter)
PREFERRED QUALIFICATIONS
- Prior experience working in an administrative capacity.
- Prior experience working in clinical and/or patient-facing settings.
- Completed academic or professional training in Ethics.
- Completed academic and/or professional clinical skills training experience.
- Comfort and/or experience communicating with different organizations and individuals via phone, email, and in person
- Experience building and maintaining social media accounts
SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to understand and work with electronic health record systems.
- Familiarity with clinic policies and procedures and ability to learn clinic-specific protocols
- Excellent organizational skills and strong attention to detail
- Outstanding interpersonal skills: professional, welcoming demeanor; patience.
- Ability to provide and take feedback on job performance.
- Ability to hold professional boundaries with other students at the clinic. Â
- Ability to work independently within a team environment when multiple priorities need to be addressed
- Ability to collaborate with other CMs on projects and situations requiring risk management.
- Willingness to take on new tasks, even when time intensive. Ability to implement change and process improvements.
POSITION HOURS: Up to 16 hours/week, expected minimum 8-12 hours/week.
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