Clinic Manager

Whole Woman’s Health Alliance (WWHA) is a 501(c)3 organization that intentionally seeks to open clinics in areas of the country which are most impacted by anti-abortion legislation. Whole Woman’s Health Alliance provides abortion care that puts patients first. We stand in the light to revolutionize the conversation around abortion in this country.

Independent abortion providers like Whole Woman's Health Alliance provide over 60% of abortions in the United States and intentionally operate in areas of the country that have the most onerous regulations. We do this because we believe safe, affordable, quality abortion care should be accessible to all, regardless of their zip code.

Whole Woman’s Health Alliance works in a coordinated strategy with the Stigma Relied Fund and Whole Woman’s Health. For more information, please visit www.shiftstigma.org and www.wholewomanshealth.com

Summary

The Clinic Manager leads Whole Woman’s Health (WWH) clinic, ensuring operational excellence, financial sustainability, and the highest standards of patient care. The Clinic Manager is responsible for all office activities, including staffing, supervision, systems development and review, running sessions, coordinating compliance with regulations and building team spirit and will work closely with the Chief of Staff, Services Leadership Team, the advocacy team, and other staff members as needed.

The Clinic Manager will ensure it is sustainable and aligned with the Whole Woman’s Health vision, philosophy, and mission. The Clinic Manager plays an important role in the establishing and growing of the Whole Woman’s Health Alliance brand in the community, as the on the ground representative for the organization.

A Clinic Manager must be respectful, empathetic, and able to maintain a patient-centered atmosphere. They must demonstrate a strong commitment and interest in the field of reproductive health and must be able to inspire others to do good work.

Essential functions:

Leadership

• Walk the talk in all actions and words – be a role model of our mission and vision for the staff and the people in our care.
• Uphold the core values of Whole Woman’s Health. Practice open and honest conversation. Remember we hold folks to their greatest – this means you, your staff, and the patients in our care.
• Maintain an extraordinary working relationship between the front office and clinical staff members building a bridge between the two areas. Possess superb Customer Service skills, including through phone, internet, telemed and all platforms where patients get care from WWH.
• Be alert and attuned to current events and changes in the abortion care world, seeking opportunities for our leadership talent, physicians, and added services.
• Be a veracious reader of business books listservs, management tips, etc. to remain informed, fresh, and cutting edge.

Management

• Supervise clinic staff.
• Orient and train staff in clinic operations and to the WWH culture and standards.
• Run the TOP and GYN sessions; on-site whenever there is a clinic session - supervising the clinic flow, manage triage and promote efficiency.
• Understand of emergency protocols and responses.
• Manage staff hiring, firing, and evaluation (in conjunction with the Chief of Staff), new employee orientation and training.
• Manage staff scheduling and staff payroll submission.
• Maintain staff and provider personnel files.
• Decide which staff are authorized to have keys, alarm codes, access to money or and controlled medications. Supervise staff access.
• Handle emergency situations and train staff to do so as well. Coach and debrief staff after any incident.

Communication

• Attention should be on the patients and staff in the day-to-day running of the clinic. Strategic noticing, planning and prevention are key.
• Maintain communication and professional working camaraderie with other WWH and WWHA clinic sites and with the WWH “HQ” management company team.
• Communicate each day’s “vital signs” to the Services Leadership Team.
• Maintain clear communication and rapport with MDs.
• Understand all Whole Woman’s Health policies, procedures, and protocols
• Communicate regularly with staff – memos, meetings, workshops.

Systems Management

• Accountable for patient records management and required reporting to state health departments, CLIA, NAF.
• Manage patient appointment templates, scheduling, and follow-up systems.
• Responsible for clinic income/cash mgmt. Must understand medical billing, abortion funding, Medicaid/Insurance systems, clinic cash flow/accounting.
• Understand quality control and regulatory compliance.
• Ensure that the inventory in the office is sufficient.
• Keep an eye on cost effectiveness, cost containment. Comparison-shopping is mandatory—be careful of over- and under-stocking.
• Demonstrate expertise in Risk Management.
• Focus on practice improvement and quality issues. Note services we may add and discuss ways to improve our care.

Community Marketing and Public Relations

• Work with Services Leadership and Marketing staff to develop and monitor a local outreach plan.
• Maintain an awareness of local community issues.
• Interact with outside physicians, agencies, offices, hospitals, etc. as needed to develop and maintain a strong referral network.
• Work with WWHA Advocacy Manager to develop and strengthen local community connections and relationships.
• Work with WWHA development team to secure grants and funders and to support grant reporting.

Physical Plant and Security systems

• Maintain physical plant and aesthetics of the facility. Address any problems promptly.
• Obtain estimates for repair and maintenance services before services are rendered – get “ok” from Chief of Staff.
• Ensure that all security equipment and services are functioning correctly; provide training so that the staff is using it properly.
• Serve as the local contact for the alarm company and on-site contact for police.
• Understand federal, state, and local regulations regarding signage, protesting, picketing.

Experience and General Requirements:

• College Graduate or Licensed nurse preferred.
• At least 3 years of experience in healthcare, reproductive health and/or abortion care.
• People management skills – leadership, patience, honesty, humility, courage.
• Discretion and boundaries- does not discuss staff with other staff, keeps proprietary information confidential, and maintains professional boundaries in relationships with staff.
• Organizational skills – able to develop systems and train staff on them.
• Dependable professionalism and savvy business skills.
• Demonstrated excellence in time management.
• Competence using computers, software/web ware, E.H.R., office and medical equipment.
• Experience with medical billing, posting charges, and basic accounting.
• Must be able to work 5 days/week, including Saturdays.
• Advocacy and/or fundraising experience strongly preferred.
• Fluency in Spanish preferred

Required Continuing Education/Training:

• Certification in Basic Life Support, biannually.
• Training in/knowledge of emergency supplies, their inventory, their location in the office, and their use.
• Annual OSHA and personal protective equipment training.
• HIPAA training.
• Security updates (FACE, etc).

Physical & Remote Requirements

• Must possess the ability and capability to perform any task in the office.
• Must have excellent visual and hearing acuity.
• Ability to work effectively in a fully remote environment, managing time, priorities, and projects with minimal supervision.
• Strong written and verbal communication skills to collaborate with colleagues, leadership, and external partners across multiple states.
• Comfort with using new or different communications and IT tools as needed.
• Ability to balance multiple deadlines in a fast-paced environment, while staying adaptable to shifting priorities.
• Commitment to creating a professional, distraction-free workspace that supports productivity and confidentiality.

Compensation/Benefits

• A competitive salary, commensurate with experience.
• 401(k) plan with a 3% company match.
• Flexible work hours and family support programs
• Additional perks, including employee discounts, and virtual team-building activities.
• A culture/environment that is diverse, stimulating, and comprised of passionate and dedicated people.
• Company laptop and cell phone provided by employer.

Additional Benefits for Full-Time Staff:

• Eligible to enroll in medical, dental, and vision insurance offerings, as well as voluntary life and disability insurance.
• Employee Assistance Program (EAP), providing confidential 24/7 support services, including mental health counseling, financial and legal consultations, work-life balance resources, and wellness programs. Also includes a Basic Term Life and AD&D Insurance with $25,000 in coverage.
• Two weeks starting paid personal time off, increasing with tenure, plus seven paid holidays.

Please note that this is a working job description that may evolve as the needs of the company change.

Whole Woman’s Health is an Equal Opportunity Employer, and we welcome applications from women, people of color, and members of the LBGTQIA+ community. We do not discriminate on the basis of actual or perceived race, creed, color, alienage or national origin, ancestry, citizenship status, religion or belief, age, marital or partnership status, family status, pregnancy and maternity, disability or handicap, sexual orientation, gender, gender identity, gender reassignment, predisposing genetic characteristic, military or veteran status, arrest record, or any other legally protected characteristic protected by applicable federal, state, or local laws.