CLINICS

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Careers at Whole Woman’s Health

Whole Woman’s Health offers a progressive, feminist environment for professional growth and satisfaction. Our staff consists of committed, innovative, talented and fun people. We employ physicians, nurses, medical assistants, counselors, social workers, administrative assistants, and patient advocates. Working at Whole Woman’s Health changes your life.

Vision: We are here to change how women experience themselves in the world; women’s healthcare is our venue. 

Philosophy: We have a holistic approach to healthcare. We understand that women experience medical issues with their whole selves, often including their families, their religion/beliefs, their history and their dreams. We listen to women, trust women and are here to guide them through their choices. 

Mission Statement: We are women’s health care providers specializing in abortion. It is our mission to welcome and treat the whole woman – her head, her heart and her body. We provide education, counseling, informed consent, medical care, and trust. We honor women’s hopes, dreams and intentions in all of the care that we provide. 

We also offer volunteer and internship opportunities. Our volunteers and interns are just as much a part of Whole Woman’s Health as our other staff; they are given the same deep training in our procedures and philosophy, and they are held to the same high standards of care for our patients. We are eager to create a meaningful position for people who want to make a difference. Contact us for more information on our volunteer and internship program.

We encourage you to fax or e-mail your resume to the contact information provided below.


To apply to any of the open positions below, please email resume and cover letter to hr@wholewomanshealth.com.

Fax: 512-832-6568
Phone: 877-835-1090

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Open Positions

Administrative Coordinator – San Antonio, TX

Anesthesiologist – San Antonio, TX

Receptionist – San Antonio, TX

Clinic Manager – San Antonio, TX

Certified Registered Nurse Anesthetist (CRNA) – San Antonio, TX

Clinic Manager – Fort Worth, TX

Community Outreach – Multiple Openings, Texas and New Mexico

Chief Financial Officer – Charlottesville or Richmond, VA or Washington D.C.

Executive Assistant to the CEO- Charlottesville, VA

Funding Coordinator – Charlottesville, VA or Austin, TX


________________________

Position Descriptions

Administrative Coordinator – San Antonio, TX

General Requirements

  1. Minimum AA degree or HS diploma/GED with three years’ administrative work experience.
  2. Two to three years’ administrative, women’s health or related experience required.
  3. Flexibility with scheduled work days.
  4. Ability to work five days per week, including Saturdays.
  5. People management skills, including leadership, patience, honesty, humility, courage.
  6. Exceptional organizational skills.
  7. Quick thinker, good problem solver.
  8. Professionalism and discretion.
  9. Business skills and savvy.
  10. Excellent time management.
  11. Competence using computers, MS Office software, office and medical equipment.

Directly responsible to: Clinic Manager and/or Administrator

Essential functions

Communications/Monitoring

  • Create and monitor action items list for clinic operations.
  • Check in with Clinic Manager daily.
  • Have a full understanding of all WWH policies/procedures, applicable regulations (HIPAA, OSHA, CLIA, TDH) that must be implemented at the site.

Logistics

  • Is the point person for the administrative details of the clinic, such as: phone and Internet services, vendor accounts, security system, medical waste company, medical suppliers, state agencies, etc.
  • Take and maintain exhaustive inventory of the existing clinic’s supplies and equipment.
  • Note and track purchase/repair needs in order to maintain WWH standards, pricer/order all needed supplies.
  • Research “best options” for local services for the clinic site.

Administration

  • Track/watch/analyze data from the clinic – notice trends, make recommendations.
  • Proficient with WWH office systems as far as: intake, schedule templating, supplies ordering, managing personnel logistics/paperwork, patient and administrative forms, marketing and PR, review and approval of final day sheets, deposit protocol, etc.
  • Set us up with best prices and contracts for WWH clinic needs: supplies, phones, trash, medical waste, etc.
  • Maintain all orders/invoices and ensure their accuracy and timely submission to Accounting.
  • Assist Clinic Manager with documentation/tracking/files regarding: employee and physician files, forms, protocols, employee handbooks, financial systems, and record keeping systems, log books, etc.
  • Building maintenance, office repairs/construction, licensing, and inspections.

Hiring and training staff

  • Place ads and participate as needed in interviewing/hiring new staff.
  • Assist Clinic Manager and Clinical Coordinator with the materials needed to orient and train new staff to the WWH culture and standards. This includes administrative log books, paperwork, and files.
  • Able to assist Clinic Manager with new staff training in WWH office systems and protocols.
  • Work with Clinic Manager on developing, scheduling and running in-service training, staff meetings – coordinate the materials needed.

 

Anesthesiologist – San Antonio, TX

The Anesthesiologist will administer anesthetics prior to, during, or after surgery or other medical procedures.

Job tasks

  • Administer anesthetics or sedation during medical procedures, using local, intravenous, spinal, or caudal methods.
  • Monitor patients before, during, and after anesthesia and counteract adverse reactions or complications.
  • Provide and maintain life support and airway management and help prepare patients for emergency surgery.
  • Record type and amount of anesthesia and patient condition throughout procedure.
  • Examine patient, obtain medical history, and use diagnostic tests to determine risk during surgical, obstetrical, and other medical procedures.
  • Position patient on operating table to maximize patient comfort and surgical accessibility.
  • Decide when patients have recovered or stabilized enough to be sent to another room or ward or to be sent home following outpatient surgery.
  • Coordinate administration of anesthetics with surgeons during operation.
  • Confer with other medical professionals to determine type and method of anesthetic or sedation to render patient insensible to pain.
  • Coordinate and direct work of nurses, medical technicians, and other health care providers.
  • Order laboratory tests, x-rays, and other diagnostic procedures.
  • Diagnose illnesses, using examinations, tests, and reports.
  • Manage anesthesiological services, coordinating them with other medical activities and formulating plans and procedures.
  • Provide medical care and consultation in many settings, prescribing medication and treatment and referring patients for surgery.
  • Inform students and staff of types and methods of anesthesia administration, signs of complications, and emergency methods to counteract reactions.
  • Schedule and maintain use of surgical suite, including operating, wash-up, waiting rooms, and anesthetic and sterilizing equipment.
  • Instruct individuals and groups on ways to preserve health and prevent disease.
  • Conduct medical research to aid in controlling and curing disease, to investigate new medications, and to develop and test new medical techniques.

Monitor Processes, Materials, or Surroundings – Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Assisting and Caring for Others – Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

  • Administer anesthetics
  • Administer injections
  • Administer medications or treatments
  • Conduct complete physical examinations
  • Perform minor surgery
  • Conduct medical tests
  • Take vital signs
  • Diagnose medical condition of patient

Identifying Objects, Actions, and Events – Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

  • Identify body response variations
  • Understand properties or composition of drugs
  • Understand technical operating, service or repair manuals

Documenting/Recording Information – Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

  • Record medical history or data
  • Document medical prognosis

Making Decisions and Solving Problems – Analyzing information and evaluating results to choose the best solution and solve problems.

Inspecting Equipment, Structures, or Material – Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.

Updating and Using Relevant Knowledge – Keeping up-to-date technically and applying new knowledge to your job.

  • Use clinical problem solving techniques
  • Follow confidentiality procedures
  • Use emergency medical and medical treatment procedures
  • Follow infections materials procedures
  • Use interpersonal communication techniques
  • Follow life support procedures
  • Use medical diagnostic techniques
  • Follow operating room procedures
  • Follow patient care procedures
  • Use research methodology procedures in health care
  • use sanitation practices in health care settings
  • Use knowledge of medical terminology
  • Follow examining room procedures
  • Use knowledge of investigation techniques
  • Follow surgical procedures

Performing for or Working Directly with the Public

Getting Information – Observing, receiving, and otherwise obtaining information from all relevant sources

  • Collect clinical data
  • Obtain information from clients, customers, or patients

Analyzing Data or Information – Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Establishing and Maintaining Interpersonal Relationships – Developing constructive and cooperative working relationships with others, and maintaining them over time.

Evaluating Information to Determine Compliance with Standards – Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Perform Consultation and Advice to Others – Providing guidance and expert advice to management or other groups on technical, systems, or process-related topics.

 

Receptionist – San Antonio, TX

The receptionist is responsible for greeting patients at the front desk, and for all aspects of the functioning and coordination of the day to day activities of the front office, under the direction and supervision of the Clinic Manager. The receptionist plays a key role in the practice as s/he is the first person that the patient meets and can set the tone for the patient. The receptionist must possess the following:

  • People skills
  • Organizational and time management skills
  • Problem solving
  • Written and verbal communication skills
  • Medical Record knowledge
  • Accounts Receivable knowledge
  • CPT and ICD-9 Knowledge
  • Computer skills

Requirements

  • High school diploma or GED equivalent
  • Ideal candidate will have an AA degree
  • 2+ years’ receptionist, call center or general office experience
  • Spanish speaker preferred

Physical Requirements: The receptions must have excellent visual and hearing acuity. She must possess the physical ability to lift 15 lbs. or more, stand, sit, twits, reach, and move freely through the clinic.

Directly Responsible to: Director of Nursing and/or Administrator

Required Continuing Education/Training

  • Basic Life Support Certification/Training
  • Annual OSHA and PPE training

Essential Functions

  • Greet and check in patients. Giver your primary attention to patients at the window- phones and other staff take second place.
  • Give patients all necessary forms, consents, and educational materials.
  • Obtain insurance information. Make a copy of the front and back of card for patient charts. Have her fill out the appropriate insurance paperwork and complete necessary follow up.
  • Ensure patient chart is up-to-date and accurate.
  • Answer calls and direct calls as needed.
  • Assist in handling patient inquiries.
  • Review appointment schedule daily to ensure that there are no conflicts and that appointments are scheduled properly.
  • Make and file charts and packets.
  • Confirm appointments for the following day.
  • Ensure that charts are pulled, prepped, and organized at the front desk for patients.
  • Verify that all four security cameras are positioned correctly and are taping.
  • Process medical records requests, generate appropriate charges, and verify correct documentation.
  • Assure that the front office is orderly and clean at all times.
  • Assure that the waiting room is clean and comfortable. Make sure there are enough magazines, TV is on and/or movie is playing, and temperature is comfortable.
  • Handle preliminary abortion questions and instructions over the phone.
  • If bilingual, translate as needed.
  • Open and close the office as necessary at the request of the Clinic Manager.

 

 

Clinic Manager – San Antonio, TX

The Clinic Manager will work directly with the Director of Clinic Services (DCS) to lead the clinic and its staff on a day to day basis. The Clinic Manager is responsible for all office activities, including staffing, supervision, systems development and review, running sessions, coordinating Clinic Services and other leadership staff as needed. 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 women’s health and must be able to inspire others to do good work; not just do all of the work him/herself.

Job Requirements

  1. BA/BS degree in Business Administration, Management, a health related field, or a licensed nurse is preferred.
  2. A minimum of 2-3 years in a progressively responsible management roles.
  3. A minimum of 2 years of experience in healthcare, women’s health and/or abortion care preferred.
  4. Fluency in Spanish is desirable.
  5. Management skills – proven leadership.
  6. Discretion and appropriate boundaries, keeps proprietary information confidential, and maintains professional boundaries in relationships with staff.
  7. Organizational skills – able to develop systems and train staff on them.
  8. Business skills and savvy.
  9. Time management.
  10. Competence using computers, MS Office software, office and medical equipment.
  11. Experience with medical billing, posting charges, and basic accounting.
  12. Must be able to work five days per week, including Saturdays.

Required Continuing Education/Training

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

Directly responsible to: Director of Clinic Services

Physical Requirements: Must possess the capability to perform any task in the office. Must be able to lift 25 lbs or more, be able to physically move through the clinic unaided, and have excellent visual and hearing acuity.

Essential Functions

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.
  • Uphold the core values of Whole Woman’s Health. Practice open and honest conversation. Remember we hold women to their greatest – this means you, your staff and the women in our care.
  • Communicate each day’s ‘vital signs’ to the DCS.
  • Maintain clear communication and rapport with MDs.
  • Understand all WWH policies, procedures, and protocols.
  • Communicate regularly with staff – memos, meetings, workshops.

Leadership/Supervision

  • Walk the walk in all actions and words – be a role model of the WWH mission and vision for the staff and the people in our care.
  • Run the TOP and GYN sessions. Be on-site whenever there is a clinic in session.
  • Supervise the clinic flow, manage triage and promote efficiency.
  • Understanding emergency protocols and responses.
  • Maintain an extraordinary working relationship between the front office and clinical staff members building a bridge between the two areas.

Administration

  • If Clinic Manager meets the requirements as defined by the state licensing requirements, the Clinic Manager may either act as the Administrator for DSHS purposes.

Staffing

  • Responsible for staff scheduling and staff payroll submission.
  • Staff hiring, firing, and evaluation (in conjunction with Human Resources).
  • New employee orientation and training.
  • Maintain local staff and MD personnel files.

Customer Service

  • Phones are our life-line. Superb phone skills are mandatory.
  • Focus must be on making every woman in our care feel important.
  • Monitor quality of service throughout the office. Ensure that our philosophies about patient-centered care and treating the Whole Woman and maintained in all of our work. The women on our staff and care should feel that they matter.
  • Focus on proactive improvement and quality issues. Note services we may add and discuss ways to improve our care.

Systems Management

  • Be accountable for patient records management.
  • Manage patient appointment templates, scheduling and follow-up systems.
  • Be responsible for clinic monies. Must understand clinic cash flow/accounting systems.
  • Understand quality control and regulatory compliance.
  • Demonstrate expertise in Risk Management.

Community Marketing and Public Relations

  • Work with the Director of Marketing and the Director of Clinic Services to develop and monitor a local outreach plan.
  • Maintain an awareness of local community issues.
  • Interact with external physicians, agencies, offices, hospitals, etc. as needed.

Physical plant

  • Maintain physical plant and aesthetics of the facility.
  • Obtain estimates for repair and maintenance services before services are rendered – get “ok” from Director of Operations.
  • Address problems promptly.

Inventory Maintenance

  • Ensure that the inventory in the office is sufficient.
  • Keep an eye on cost effectiveness and cost containment.

Security

  • 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.
  • Decide which staff are authorized to have keys, alarm codes, access to money and/or controlled medications. Supervise staff access.

 

Certified Registered Nurse Anesthetist (CRNA) – San Antonio, TX

Requirements

Licensure and Experience

  • Possess a current state license as a CRNA
  • Women’s Health Nurse Practitioner, Family Nurse Practitioner, or relevant Women’s Health experience preferred.
  • Certification in Basic Life Support, biannually.

Responsibilities

  • Pre-anesthesia assessment, induction and maintenance of and emergence from anesthesia, monitoring of the patient’s physiological condition and performance of clinical intervention as necessary.
  • Induces anesthesia and maintains anesthesia at required levels. Assesses continuously the patient’s response to the anesthetic and/or surgical.
  • Monitors ventilation and oxygenation.
  • Maintains complete, accurate, and timely documentation of pertinent information on the patient’s medical records. Must document all anesthetic interventions and patient responses.

 

Clinic Manager – Fort Worth, TX

The Clinic Manager will work directly with the Director of Clinic Services (DCS) to lead the clinic and its staff on a day to day basis. The Clinic Manager is responsible for all office activities, including staffing, supervision, systems development and review, running sessions, coordinating Clinic Services and other leadership staff as needed. 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 women’s health and must be able to inspire others to do good work; not just do all of the work him/herself.

Job Requirements

  1. BA/BS degree in Business Administration, Management, a health related field, or a licensed nurse is preferred.
  2. A minimum of 2-3 years in a progressively responsible management roles.
  3. A minimum of 2 years of experience in healthcare, women’s health and/or abortion care preferred.
  4. Fluency in Spanish is desirable.
  5. Management skills – proven leadership.
  6. Discretion and appropriate boundaries, keeps proprietary information confidential, and maintains professional boundaries in relationships with staff.
  7. Organizational skills – able to develop systems and train staff on them.
  8. Business skills and savvy.
  9. Time management.
  10. Competence using computers, MS Office software, office and medical equipment.
  11. Experience with medical billing, posting charges, and basic accounting.
  12. Must be able to work five days per week, including Saturdays.

Required Continuing Education/Training

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

Directly responsible to: Director of Clinic Services

Physical Requirements: Must possess the capability to perform any task in the office. Must be able to lift 25 lbs or more, be able to physically move through the clinic unaided, and have excellent visual and hearing acuity.

Essential Functions

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.
  • Uphold the core values of Whole Woman’s Health. Practice open and honest conversation. Remember we hold women to their greatest – this means you, your staff and the women in our care.
  • Communicate each day’s ‘vital signs’ to the DCS.
  • Maintain clear communication and rapport with MDs.
  • Understand all WWH policies, procedures, and protocols.
  • Communicate regularly with staff – memos, meetings, workshops.

Leadership/Supervision

  • Walk the walk in all actions and words – be a role model of the WWH mission and vision for the staff and the people in our care.
  • Run the TOP and GYN sessions. Be on-site whenever there is a clinic in session.
  • Supervise the clinic flow, manage triage and promote efficiency.
  • Understanding emergency protocols and responses.
  • Maintain an extraordinary working relationship between the front office and clinical staff members building a bridge between the two areas.

Administration

  • If Clinic Manager meets the requirements as defined by the state licensing requirements, the Clinic Manager may either act as the Administrator for DSHS purposes.

Staffing

  • Responsible for staff scheduling and staff payroll submission.
  • Staff hiring, firing, and evaluation (in conjunction with Human Resources).
  • New employee orientation and training.
  • Maintain local staff and MD personnel files.

Customer Service

  • Phones are our life-line. Superb phone skills are mandatory.
  • Focus must be on making every woman in our care feel important.
  • Monitor quality of service throughout the office. Ensure that our philosophies about patient-centered care and treating the Whole Woman and maintained in all of our work. The women on our staff and care should feel that they matter.
  • Focus on proactive improvement and quality issues. Note services we may add and discuss ways to improve our care.

Systems Management

  • Be accountable for patient records management.
  • Manage patient appointment templates, scheduling and follow-up systems.
  • Be responsible for clinic monies. Must understand clinic cash flow/accounting systems.
  • Understand quality control and regulatory compliance.
  • Demonstrate expertise in Risk Management.

Community Marketing and Public Relations

  • Work with the Director of Marketing and the Director of Clinic Services to develop and monitor a local outreach plan.
  • Maintain an awareness of local community issues.
  • Interact with external physicians, agencies, offices, hospitals, etc. as needed.

Physical plant

  • Maintain physical plant and aesthetics of the facility.
  • Obtain estimates for repair and maintenance services before services are rendered – get “ok” from Director of Operations.
  • Address problems promptly.

Inventory Maintenance

  • Ensure that the inventory in the office is sufficient.
  • Keep an eye on cost effectiveness and cost containment.

Security

  • 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.
  • Decide which staff are authorized to have keys, alarm codes, access to money and/or controlled medications. Supervise staff access.

Community Outreach – Multiple Openings, Texas and New Mexico

The Community Outreach Coordinator will work directly with local medical and community organizations across West Texas, South Texas, Northern Mexico and Southeastern New Mexico to coordinate referrals to Whole Woman’s Health clinic sites and to provide resources and education about access to safe, compassionate, quality abortion care for these communities. They provide information on how the legislative process has impacted reproductive healthcare access in Texas and New Mexico and be available to referring agencies with questions or concerns. The Outreach Coordinator will research the key health care providers and organizations in each community and physically visit these will provide information to referring agencies about abortion care services and financial resources available through abortion funds to help the agencies and health care providers better serve the women in their community by making abortion referrals to Whole Woman’s Health even when the care is not offered in their own community.

The Community Outreach Coordinator will answer questions regarding the availability of legal abortion care and to dispel some of the myths and stigma around abortion care services so people are confident in making referrals. The Outreach Coordinate will also include public relations, special events management, advertising, and creating brand market awareness. They will organize the preparation of proposals and presentations using marketing resources materials such as brochures, data, slides, photographs, as well as prepare status reports on marketing efforts within each community.

General Requirements

  • Bachelor’s degree in a relevant field required.
  • Fluent in Spanish.
  • Demonstrated marketing, public relations and/or communications experience.
  • Proficient skills in MS Office programs, including Excel and PowerPoint.
  • Understanding of the political process and how recent legislative changes have impacted reproductive healthcare in Texas and the region.
  • Ability to engage and interact effectively with diverse communities including those from different racial, economic, and social backgrounds.
  • Ability to build and maintain strong personal one-on-one and institutional relationships.
  • Excellent verbal and written communication and interpersonal skills required.
  • Ability to build and develop a database of contacts and to track visits and referrals accurately to measure the program’s effectiveness.
  • Excellent public speaking, training, and group facilitation skills.
  • Ability to work well independently and as part of a team.
  • Must be willing to work nights and weekends as needed.
  • A valid driver’s license and reliable transportation required due to extensive travel throughout the Las Cruces, NM and West Texas regions.

Directly Responsible to: Director of Marketing and Public Relations

This position is located in Albuquerque or Las Cruces, NM or El Paso TX and requires a minimum of 50 percent travel off-site.

Essential functions

  • Engage community leaders and medical organizations throughout the Las Cruces, NM, or West Texas and other rural regions to educate and promote services for our Whole Woman’s Health of New Mexico clinic.
  • Work to expand access to medication abortion specifically in those communities and support the clinic externally as we add telemedicine services to the region.
  • Distribute educational and promotional materials about WWH of New Mexico.
  • Implement outreach plan within identified areas.
  • Work closely with the Clinic Administrator, Marketing Manager, and the Director of Marketing and Public Relations to implement strategic outreach initiatives.
  • Contribute content for website and social media.
  • Track progress and measure effectiveness in achieving public education initiatives and outreach goals.
  • Represent WWH within the community professionally.
  • Perform other duties as required.
  • Provides excellent customer service to external customers while effectively interfacing with outside constituents, community leaders and medical professionals.

 

Chief Financial Officer – Charlottesville or Richmond, VA or Washington D.C.

The Chief Financial Officer (CFO) provides leadership in the areas of financial planning and control, financial reporting, accounting, office services, and legal, tax and regulatory matters at Whole Woman’s Health, LLC. The CFO is responsible for cash flow management, diversifying funding sources, budgeting and trending. As opposed to revolving around reporting financial status of the organization, the essence of the CFO’s job revolves around visioning, planning, analyzing, and problem solving. Preparing WWH for the future is a primary function of the CFO. The CFO reports to the CEO, is a member of the Executive Team, interacts with owners and board of directors, may also be a member of the board) and coordinates services provided by various outside professionals (Audit and Tax, Legal, Insurance).

General Requirements

  • Master’s degree in Accounting, Finance, Mathematics or Business Administration.
  • 5+ years of progressively responsible management/leadership experience.
  • CPA preferred.
  • Experience with diverse lines of business and multiple locations.
  • Minimum of 2+ years’ experience with non-profit finances.
  • Believes in and promotes a culture of empowerment.
  • Flexible, innovative, enjoys challenges.
  • People skills-leadership, patience, honesty, humility, courage.
  • Accounting and financial reporting knowledge and skills.
  • Experience with relationships and negotiating.
  • Budgeting and forecasting, including cash flow and analysis.
  • Skills with accounting software and Excel.
  • Ability to work with and lead people, negotiate, analyze problems and develop plans to solve those problems.
  • Fast-paced, determined, passionate work style.

Physical Requirements

Must possess the ability and capability to perform any task in the office. Must be able to lift 15 lbs or more, be able to physically move through the office unaided, and have excellent visual and hearing acuity.

Essential Functions

Administration

  • Formulating strategic goals and objectives of the company.
  • Effective and efficient capital management.
  • Adequate liquidity of assets, stable cash flow.
  • Meeting all company legal and financial obligations and safeguarding the assets of the business, utilizing outside professionals as needed.
  • Watch WWH trends and study patterns with emphasis on preventing problems and planning for the future. Goal with which to measure: less supplies, more stability.
  • Negotiate all new vendor contracts and pricing.
  • Conduct annual review of all WWH financial policies and procedures.
  • Review and analyze all site reporting and financial reporting regularly to notice trends/patterns. Provide CEO and Executives with comments and recommendations for financial growth and increased profitability of all WWH clinics.
  • Coordinating the annual budgeting process and other financial forecasting. Measurements: completed budget (by month) prior to start of a new year.
  • Managing working capital through oversight of cash flow, accounts receivable and accounts payable. Measurement: cash reports.
  • Manage credit cards/orders new cards for Executives and Administrators.

Systems

  • Maintaining an effective and efficient accounting and financial reporting system. Measurement: number of delays and errors in reports submitted.
  • Developing and maintaining effective expense control through a system of budgeting and variance reports. Measurement: variance reports.
  • Ensuring financial controls are in place and policies and procedures are functioning and effective.
  • Payroll processing is executed accurately and timely.
  • Formulate and establish operating budgets for each entity, with monthly breakdowns.
  • Develop authorization limits for each department and employee. Ensure that all expenditures are appropriately approved and documentation is adequate.
  • Develop and implement standard procedures for accounting, human resources, and administrative functions in cooperation with CEO, VP of P/C and other key personnel.
  • Developing compensation systems to motivate and retain the best possible work force.

Communication and Oversight

  • Possess a full understanding of all policies/procedures, ongoing special projects, physical plant/construction, changes made or that need to made for each clinic site.
  • Capable of reviewing the “big picture” and making improvements where needed. Plan, do, study, act with management team on ideas and suggestions that promote the goals of WWH.
  • Maintain feedback loop with CEO, Executive team, and clinic administration.
  • Serve as the HQ key person to oversee and implement the process of intake; cash deposits, AR/insurance, Medicaid, funding, in each WWH clinic site.
  • Work with the VP of P/C and DMS to ensure that all clinics understand and implement standard WWH benchmarks and metrics.
  • Supervise medical billing and funding.

Growth and Acquisition

  • Keep informed, fresh, and cutting edge.
  • Regularly and systematically work with the Executive team to look at competition in all the WWH markets (external) – make proposals to CEO based on that analysis.
  • Participate in the company’s strategic planning.
  • Develop and implement ways to increase: revenue, funding, insurance, Medicaid.
  • Diversify sources of income.
  • Prepare pro formas for new ventures. Review potential acquisitions-prepare budgets and cash flow needs.

 

Executive Assistant to the CEO- Charlottesville, VA

Whole Woman’s Health has an immediate need for an Executive Assistant to our CEO. This is an amazing opportunity for a confident and engaging team player. You will support an astute, forward-thinking industry leader whose achievements come as a result of hard work, resourcefulness and unwavering commitment. We are dedicated to finding an Executive Assistant who possesses the drive, initiative and meticulous attention to detail needed to enhance our office operations.

In this pivotal role, you will support the needs of the CEO including calendars, schedules, and travel. Exceptional interpersonal skills, attention to detail and excellent judgment will be essential as you liaise with internal and external contacts, prepare for executive managements, board meetings, media interviews, presentations, assist with special event coordination and take charge of personal assignments for CEO as needed.

Executive assistant hours are 9am to 6pm (EST) with flexibility as needed. Candidate must be connected via phone and email 24/7. The ideal individual will be media savvy, quick-thinking, and able to thrive in fast-moving, deadline-driven environments. He or she must demonstrate discretion, sensitivity and excellent judgment in all aspects of this role. Position will involve occasional travel.

Qualifications

  • Bachelor’s degree required. Bilingual preferred.
  • 3-5 years of experience providing executive support in a fast-paced dynamic environment.
  • Sharp, polished, and resourceful; flexible to adapt to changes in schedule and priority.
  • Proficiency with MS Office Suite.
  • Excellent verbal and written communication skills to interact with high level contacts and diverse personalities.
  • Critical thinking, innovation and inference will be needed every day.
  • Enjoys dynamic work environment where no two days are exactly the same.
  • Discretion, savvy and intuition are required.
  • This position is for someone passionate, driven and hungry for learning and growing.

Responsibilities

  • Manage calendar, scheduling, phones, correspondence.
  • Coordinate internal and external executive meetings.
  • Coordinate board meeting logistics.
  • Coordinate all mailings (regular mail, FedEx, etc.)
  • Maintain contact files (social and business) updates, etc.
  • Plan and manage national and local travel arrangements (flights, hotels, car service)
  • Assist with speeches and presentation readiness.
  • Take ownership of additional assignments as needed.

Our organization offers:

  • A competitive salary, commensurate with experience.
  • Amazing opportunity for career growth.
  • The opportunity to work alongside a creative and innovative leader.
  • A dynamic and close-knit, progressive Executive Team located nation-wide; in Austin, San Antonio, Minneapolis, Chicago, and Charlottesville.
  • A corporate culture/environment that is diverse, stimulating, and comprised of passionate and dedicated people.
  • This position will provide the right candidate the ability to impact operations and build strong relationships with multiple levels of management and staff.
  • Relocation assistance as needed. Position in Charlottesville, VA.

 

Funding Coordinator – Charlottesville, VA or Austin, TX

The primary function of the Funding Coordinator at Whole Woman’s Health HQ offices is to coordinate and motivate all efforts in regards to private funding for Whole Woman’s Health patients in need of financial assistance to obtain abortion care services at WWH. The Funding Coordinator will be the “expert” on private funding for abortion and reproductive health for the entire WWH clinic system and will serve as a resource for clinic staff, management and patients. The Coordinator’s primary goals are to remain up-to-date on what funds are available and where, review outgoing applications for abortion funding to ensure accuracy, and actively offer information to fellow staff and patients.

The Funding Coordinator plays a key role in the practice as s/he may interact with WWH patients in many areas, and her/his knowledge of office systems and the medical practice can contribute very positively to patient satisfaction and the success of the practice.

To assure that the Funding Coordinator is supplying the patient accurate information, or the emotional support necessary, the Coordinator needs to remain informed and knowledgeable on new procedures, new techniques, philosophies of the practice, and phone counselors’ capabilities. The Funding Coordinator should be very familiar with all of the resources that are available to our patients – articles, journals, workbooks, web sites, referrals, statistics, etc. The Funding Coordinator will track funding AR, follow up with funders to ensure that payments are timely and accurate, and communicate with funders, a patients and clinic staff to sustain a consistent and comprehensive communication loop at all times.

Directly responsible to: Director of Finance

Qualifications

  • Ability to communicate effectively and professionally both verbally and in writing; internally and externally.
  • Ability to recognize and appropriately react/respond to emergency situations.
  • Ability to provide services without bias or judgement.
  • Ability to consistently provide all patients the proper respect, dignity, and empathy.
  • Proficiency in MS Office Suite, especially Excel spreadsheet creation and management.
  • Exceptionally organized with a strong penchant for detail and follow-up.
  • Meticulous record keeper.
  • Ability to create and manage satirical and financial reports.
  • Must be a high school (or GED) graduate, two years of experience as a hotline/emergency call center operator, credentialed counselor, social/mental/healthcare worker, or accounting clerk/bookkeeper.

The Ideal Candidate

  • Has a bachelor’s degree in counseling, social service, accounting or a related field.
  • Speaks Spanish as a second language.
  • Is intuitive, flexible and a creative problem solver.

Essential Functions

  • Overseeing and managing the company-wide WWH funding system according to the WWH funding protocol.
  • Tracking the funding AR according to WWH protocols by making use of the Funding tracking spreadsheet and communicating directly with all funding sources as to the accuracy of our submissions and the turn-around time for payment.
  • Reviewing a patient’s information on all pledge forms and flagging special cases. Special or extenuating funding situations will be handled by the Funding Coordinator.
  • Reviewing applications and pledges for accuracy and completeness, as well as ensuring the applications are submitted to funding sources accurately, in a timely fashion and according to protocols.
  • Representing WWH professionally to all outside funding sources. Be the WWH contact person for external funders
  • Maintain professional relationships with consistent proactive communication with all funding organizations available for helping WWH patients nationwide.
  • Sustaining consistent and accurate knowledge about the most up-to-date information regarding identified funding sources and funding protocols.
  • Coordinating communications with clinics and EmpowerLine staff via AdvancedMD regarding calls to identified sources for patients.
  • Serving as the primary liaison between the funding sources and Whole Woman’s Health.

A Funding Coordinator must also:

  • Be available (including Saturdays), as appropriate, to answer phone calls from patients, parents, and partners regarding the abortion procedure, contraception, aftercare, and state laws applicable to abortion. The Funding Coordinator may also be required to complete other types of phone communication with patients.
  • Be aware of internal WWH systems regarding the appointment process, the purpose and coordination of the associated paperwork involved, including those related to insurance and private funding organizations.
  • Be aware of the external requirements of each funding agency as to the paperwork and process required to secure funding and to submit claims for that funding to be paid.
  • Be proficient in the use of AdvancedMD.
  • Be adept at putting patients at ease, and providing trusting environment.
  • Be able to assess the woman’s knowledge level about the abortion procedure she has chosen, and provide an appropriate description of the female anatomy, pregnancy, and the abortion procedure as needed.
  • Be knowledgeable of/comfortable with the terms and use of pregnancy termination language.
  • Be capable of explaining a step-by-step procedure, including information about possible discomfort and estimated time requirements.
  • Give the patient the opportunity to express further questions or concerns and encourages her identify and use her internal and external resources for coping in a positive manner with the abortion experience.
  • Be a resource to patients regarding additional counseling or other services, and/or offer resources (services, pamphlets, books, and web-sites).

WWH

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