Practice Manager in El Paso, Texas at Southwest Coalition Inc

PRACTICE MANAGER / BIRTH CENTER ADMINISTRATOR

Title: Practice Manager / Birth Center Administrator

Reports to: Operations

Status: Full Time Non-Exempt (Hourly) 30 - 39 hours per week

Direct Reports: None

Location: El Paso, TX and Las Cruces, NM

Spots Available: 1

Guiding Star Southwest, a division of Southwest Coalition, Inc., is searching for a Practice Manager / Birth Center Administrator to join its mission in expanding life-affirming medical and birth services for women in El Paso, Texas. As an affiliate of the national Guiding Star Project and inspired by St. Mary, Our Lady Star of the Sea, Guiding Star Southwest is committed to delivering trauma-informed healthcare that respects the whole person by considering a woman’s mind, body, and soul. The organization’s focus spans the full spectrum of women’s health, from puberty through perimenopause, and emphasizes fertility, pregnancy, childbirth, breastfeeding, and motherhood, while striving to reduce trauma by advocating against societal pressures that may compromise the natural functions of a woman’s body.

The Opportunity

As we expand our core services to include a birth center in alignment with Wholistic Feminism, we are seeking a Practice Manager / Birth Center Administrator to run all administrative operations and clinical systems oversight of Guiding Star Southwest Birth and Wellness Center. This role ensures total compliance with CABC standards, state licensing regulations, and safety codes, utilizing the ADP Time & Attendance system to optimize clinical staffing levels and preserve pristine audit trails for labor reporting.

To be a successful Practice Manager / Birth Center Administrator, To be a successful Practice Manager / Birth Center Administrator, you should be dedicated to providing exceptional leadership while fostering a compassionate, patient-centered environment that reflects the mission and values of Guiding Star Southwest. The ideal candidate demonstrates strong organizational and operational skills, leads with integrity and professionalism, supports a culture of excellence and teamwork, and is committed to ensuring the highest standards of care for women, children, and families. This individual should possess excellent communication, problem-solving, and decision-making abilities, while maintaining compliance with regulatory requirements and promoting continuous quality improvement throughout the practice and birth center. Must be Christ-centered, ready & willing to share their God-given talents with a servant-heart.

The ideal candidate will enjoy:

• Our unique model: In addition to our programs to build a Culture of Life in the Southwest, we also strive to provide expert healthcare to ensure that women have a life-affirming alternative through pre-natal and post-natal healthcare, education, and material support.

• Our culture: At Southwest Coalition for Life, we offer a more relaxed working environment, catering to the needs of our employees and establishing a family-like feel, leading by example and supporting breastfeeding in the workplace.

• Being an innovator: With the merger and expansion of two non-profit organizations, you will be establishing the medical practice for a new venture and helping support a ground-breaking mission on the new frontline of the pro-life movement in post-Roe America.

The Company

Southwest Coalition, Inc., is a 501(c)(3) non-profit corporation focused on restoring reverence for the sanctity of human life and natural womanhood across the Southwest through a coalition of nonprofit social enterprises in line with Catholic and Biblical teaching, including our Guiding Star Southwest women’s medical centers, The Lily Pad Maternity Home, our Her Care Connection outreach and mobile medical bus, and Coalition for Life ministries.

Our Core Values

All team members must embody and execute our Core Values within their day-to-day duties and responsibilities:

• Humble: Lack entitlement and ego, be respectful and flexible, don’t take yourself too seriously, set others up for success even at a potential loss for yourself.

• Hungry: Have an unrelenting hunger to change the world, taking initiative fueled by a boldly optimistic hope and entrepreneurial growth mindset.

• Smart: Strong emotional intelligence, understanding the impact of your words and actions on others, inviting vulnerable communication and healthy conflict.

• Heart: Be compassionate, prayerful, and empathetic with a sincere desire to truly see and know others through a reverence for life and natural womanhood.

Integrity: Ideal team players are faithful stewards who honor God by serving with integrity, accountability, gratitude, and excellence, recognizing that their work is made possible through the generosity of our donors and advances our mission.

Perseverance: Ideal team players remain steadfast in the mission of defending life, serving with faith, hope, humility, and perseverance, trusting that God will bear fruit through their faithful work.

What the Role Entails

Time & Attendance Supervision

Timecard Supervision: Serve as the primary administrative approver for daily and weekly staff timecards within the ADP Time module. Review and resolve missed punches, unexcused absences, and overtime alerts before payroll close.
Labor Allocation Enforcement: Ensure all clinical and administrative staff are trained on and actively utilizing the correct location, department, or job codes in the ADP mobile app when moving between Guiding Star and The Lily Pad operations.
Overtime Monitoring: Track real-time hours through the ADP supervisor dashboard to prevent staff burnout and minimize unauthorized organizational overtime expenses.

Governance & Leadership (CABC-Aligned)

Administrative Leadership: Support the executive team in fulfilling CABC governance responsibilities.
Systems Alignment: Ensure all daily clinic operational workflows and facility protocols perfectly align with current CABC accreditation manuals.
Operations Reporting: Gather operational tracking, clinical quality indicators, and risk data to compile unified reports for leadership team meetings.
Governing Body Log: Maintain formal documentation of governing body approvals, operational actions, and administrative oversight.

Policies, Procedures & Documentation

Manual Management: Develop, implement, and maintain CABC-compliant clinical and administrative policy manuals.
Review Cycle: Coordinate with clinical directors to ensure policies are reviewed, updated, and approved per CABC regulatory timelines.
Staff Adherence: Design training verification systems to guarantee that staff are educated on and adhering to all newly approved center policies.

Quality Management & Performance Improvement (QAPI)

QAPI Coordination: Direct the birth center’s formal Quality Assessment and Performance Improvement (QAPI) program.
Indicator Tracking: Audit clinical and operational indicators required by CABC (including emergency hospital transfer logs, maternal/newborn outcomes, and patient satisfaction).
Continuous Improvement: Facilitate regular quality review meetings, document findings, and implement corrective action plans.

Risk Management & Safety

Incident Oversight: Oversee the center's clinical incident reporting, investigation, and tracking logs.
Emergency Preparedness: Coordinate regular emergency drills (such as emergency hospital transfers, fire drills, disasters, and newborn emergencies) and log staff completion metrics.
Environmental Health: Enforce strict compliance with clinic infection control, medical device calibration logs, biohazard disposal protocols, and environmental safety codes.

Operations & Facility Management

Daily Facility Operations: Supervise the physical environment of the clinic and birth center to ensure it satisfies CABC facility rules.
Vendor & Supply Approvals: Oversee vendor maintenance contracts, equipment calibrations, and medical/office supply requests, routing approved purchase documentation over $100 to the President/Bookkeeper.
Inspection Preparation: Serve as the primary point of contact for accrediting bodies, managing the center’s ongoing readiness for unannounced state surveys and scheduled CABC re-accreditation audits.
Credential Monitoring: Conduct regular internal reviews of the HR Admin’s ADP credential logs to guarantee that 100% of active clinical staff are fully licensed and certified before external inspections occur.

Patient Experience & Community Integration

Grievance Resolution: Address and document patient concerns, feedback, and formal grievances in accordance with CABC and state rules.
Patient Workflows: Oversee administrative intake systems, billing transparency practices, informed consent workflows, and culturally responsive care procedures.
Outreach Support: Support community referral networks and coordinate integration pathways with local transfer hospital systems.

Information Management & Systems

EHR Administration: Oversee the configuration, security, and administrative functionality of Electronic Health Record (EHR) and practice management software.
Data Privacy: Enforce strict HIPAA compliance protocols regarding patient chart management and secure internal electronic communication systems.

Requirements

High school diploma or GED required; Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Nursing, Public Health, or a related field preferred.

Minimum of 3 years of experience in healthcare administration, medical practice management, birth center operations, or a related leadership role preferred.

Bilingual in English and Spanish preferred.

Demonstrated leadership experience in supervising, coaching, and developing staff.

Strong knowledge of healthcare operations, regulatory compliance, HIPAA, OSHA, and quality assurance standards.

Excellent organizational, problem-solving, interpersonal, verbal, and written communication skills.

Proficiency with electronic health records (EHR), Microsoft Office, and healthcare management software.

Ability to manage multiple priorities while maintaining a high level of professionalism, confidentiality, and attention to detail.

Must be a professed, faithful, and engaged Christian who is passionately pro-life, exhibiting a reverence for every human life from conception to natural death.

Demonstrates a commitment to upholding Catholic and Biblical principles consistent with the mission of Guiding Star Southwest.

Agrees with and is willing to uphold the organization's Faith and Values Agreement.

Maintains punctuality, dependability, and a commitment to excellence in fulfilling all assigned responsibilities.

Please note that this job description is a living document, and your passion and dedication will contribute to shaping the dynamic nature of your responsibilities and this job description is subject to change and may be updated as needed.