Office Manager – Spencer Clinic

Community Health Center of Fort Dodge, Inc.

Location: Spencer, Iowa

Position Summary

The Office Manager is responsible for the daily operations and overall coordination of the Spencer clinic. This position provides onsite leadership, supports staff, monitors patient access and clinic workflows, and ensures the site operates efficiently while delivering welcoming, patient-centered care. The Office Manager works closely with organizational leadership and clinical supervisors to address operational needs, implement policies, and maintain accountability across the site.

In addition to managing clinic operations, the Office Manager meets with patients to identify social drivers of health needs and connects them with community resources, referral information, and available assistance. This position also serves as an active community representative by attending meetings, building partnerships, and providing education about the clinic’s services to community organizations, service clubs, faith communities, and other local partners.

Essential Duties and Responsibilities

Clinic Operations and Site Leadership

• Oversee daily operations throughout the Spencer clinic, coordinating across all services and departments located at the site.
• Serve as the primary onsite contact for operational concerns, staff support, patient concerns, and facility needs.
• Provide direct supervision to assigned staff and coordinate with clinical and departmental supervisors regarding staffing, performance, workflows, and service delivery.
• Establish clear expectations, reinforce accountability, and support a respectful, collaborative work environment.
• Coordinate staffing coverage, daily assignments, and operational priorities to maintain continuity of services.
• Monitor appointment availability, schedule utilization, cancellations, no-shows, and patient flow; work with staff and leadership to improve access and fill available appointments.
• Support consistent front office processes, including registration, insurance verification, scheduling, referrals, and patient communication.
• Address patient questions and concerns promptly, involving appropriate leadership when additional assistance is needed.
• Coordinate supplies, equipment, maintenance, and other facility needs within established purchasing and approval processes.
• Implement organizational policies and procedures and identify opportunities to improve efficiency, patient experience, and service delivery.
• Support quality improvement activities, emergency preparedness, and site readiness for inspections or organizational reviews.
• Communicate site performance, barriers, staffing concerns, and resource needs to organizational leadership.
• Coordinate operational support for clinical services while clinical decisions and professional practice oversight remain with designated clinical leaders.

Patient Resource Navigation and Social Drivers of Health

• Meet with patients to identify needs that may affect their health or ability to obtain care, including food, housing, transportation, utilities, insurance coverage, and financial concerns.
• Use approved screening tools and referral workflows to help identify and address social drivers of health.
• Provide patients and families with information about available community resources, assistance programs, and eligibility requirements.
• Assist patients with understanding referral processes, contacting community agencies, completing appropriate resource applications, and connecting with designated enrollment or financial assistance staff.
• Coordinate referrals and warm handoffs to internal team members and external community organizations.
• Follow up, as appropriate, to determine whether patients connected with recommended resources and identify remaining barriers.
• Maintain an accurate, current directory of community resources and referral contacts.
• Document patient needs, assistance provided, referrals, and follow-up in the designated system.
• Protect patient privacy and obtain appropriate permission before sharing information with community partners.
• Refer clinical, behavioral health, safety, or complex care needs to the appropriate qualified professional.

Community Outreach, Education, and Partnerships

• Develop and maintain relationships with community organizations, schools, service clubs, faith communities, employers, public agencies, and other potential referral partners.
• Attend community meetings, coalitions, networking opportunities, and local events on behalf of the clinic.
• Proactively identify opportunities to speak with groups and educate the community about the clinic’s services, locations, appointment processes, and available financial assistance.
• Arrange and deliver presentations, participate in community events, and distribute approved educational materials.
• Help community partners understand how to connect individuals and families with clinic services.
• Collaborate with organizational leadership and outreach staff to plan activities that increase awareness, strengthen partnerships, and improve access to care.
• Gather community feedback, identify unmet needs and barriers, and share findings with leadership.
• Track outreach activities, partner contacts, referrals, and follow-up opportunities using established organizational processes.
• Participate in occasional evening or weekend activities as needed to support community engagement.

Minimum Qualifications

• High school diploma or equivalent.
• Experience in healthcare operations, office management, community services, or a related field that demonstrates the ability to perform the position’s responsibilities.
• Previous supervisory, team leadership, or staff coordination experience.
• Strong organizational, problem-solving, and time management skills.
• Excellent interpersonal, written, and verbal communication skills, including comfort speaking with individuals and community groups.
• Ability to work respectfully with people from diverse backgrounds and respond to sensitive situations with professionalism and discretion.
• Proficiency with Microsoft Office and the ability to learn electronic health record, scheduling, and documentation systems.
• Ability to travel locally and participate in community meetings and outreach activities.

Preferred Qualifications

• Associate’s or bachelor’s degree in healthcare administration, business administration, human services, public health, or a related field.
• Experience in a community health center, medical practice, or other outpatient healthcare setting.
• Experience helping patients or community members access social services and community resources.
• Familiarity with Spencer and surrounding community organizations and assistance programs.
• Experience with community outreach, partnership development, or public presentations.
• Familiarity with electronic health records, preferably Epic.
• Understanding of insurance coverage, sliding fee discount programs, and barriers to healthcare access.

Core Competencies

• Site leadership: Takes ownership of daily clinic operations and follows through on concerns and priorities.
• Patient-centered service: Treats patients with dignity and helps them overcome barriers to care.
• Staff accountability: Communicates expectations clearly and addresses concerns promptly and consistently.
• Resource coordination: Connects patients with appropriate assistance and supports referral follow-through.
• Community engagement: Builds productive relationships and confidently communicates the clinic’s services and mission.
• Sound judgment: Works independently within assigned authority and involves appropriate leaders or professionals when needed.
• Continuous improvement: Uses feedback and operational information to improve access, workflows, and patient experience.

Working Conditions

Work is performed in a clinic and community settings. Responsibilities require regular interaction with patients, staff, and community partners; local travel; and occasional evening or weekend participation. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.

Other Duties

This description outlines the primary responsibilities of the position. Additional duties may be assigned to support clinic operations and the mission of Community Health Center of Fort Dodge, Inc.