Clinic Operations Manager

Job Title: Clinic Operations Manager (COM)

Supervisor: Chief Medical Officer (CMO)

Leadership/Personnel:

• Provide leadership for the department including direction, training, performance management, completion of direct reports’ evaluations, and corrective action process.
• Supervises/manages support staff within care teams, including but not limited to medical assistants, referral coordinators, lab technicians, nurses, care navigators, case managers, and vaccine coordinator.
• Recruit, interview, make hiring recommendations, schedule on-boarding, and ensure new staff receive appropriate training and mentoring.
• Models and encourages a spirit of service in the organization, including coordination and delivery of patient care that responds holistically to patient and family needs, utilizes interdisciplinary Quality Improvement activities; and participates in committees and process improvement teams.
• Lead clinical staff meetings and trainings to promote open, honest, and timely communication and to provide a mechanism for employee communication and input into decision-making.
• Foster an environment that promotes trust and cooperation among staff members.
• Assures a safe working environment for staff and immediately corrects deficiencies.
• Attend management or committee meetings as needed.

Clinical Programs/Operations:

• Manage day to day clinical operations, including the flow and cycle times of patient visits and effective provider and patient support.
• Supervise staff assignments to ensure compliance with infection control procedures.
• Supervise all onsite laboratory functions and lab tech duties ensuring compliance with all relevant licensing standards and organizational requirements.
• Track and monitor accurate documentation and completion of patient’s chart, including capturing data sets for quality measures for all direct reports.
• Manage clinical and operational problems as they arise including ensuring emergency downtime procedures, documentation, and workflows are followed.
• Develop, maintain, and review clinical procedures, protocols, and workflow documents, and ensure staff compliance.
• Manage regulatory site visits and audits; monthly inventory and ordering of medical supplies; identification of staffing needs for immunization management and oversight; and coordination of care team nurse duties.
• Supervise and monitor coordination of patient referrals, including receipt of consultant notes and closing of referrals in a timely manner.
• Oversee exam room stocking and disinfecting exam rooms after each patient visit.
• Ensure all medical equipment is cleaned and maintained according to established protocols.
• Ensure clinical care teams process prescription refills under standardized refill protocols, place lab orders, referrals, obtain appropriate medication pre-authorizations and coordinate ancillary services as needed or required.
• Ensure disposal of infectious waste under established protocols.
• Collaborate with Executive Team and other Leadership Teams as needed or requested.

Quality Improvement/Strategic Planning:

• Collaborate with Quality Improvement Department with implementation of new or updated quality initiatives.
• Create tools, processes and systems that ensure consistent delivery of high-quality clinical care.
• Develop/implement innovative disease management programs, leveraging available tools and resources.
• Implement and maintain systems that support consistent clinical processes, workflows and optimize productivity.
• Engage the team in in evaluating benchmarking data to guide process improvement initiatives.

Requirements

Knowledge, Skills, and Experience:

• A minimum of two years experience in a health care setting with employee management/supervision responsibilities.
• Ability to identify opportunities to improve systems and workflows.
• Demonstrated leadership skills, team building, strong communication skills, and ability to motivate staff.
• Ability to read, analyze and interpret medical reports, professional journals, technical procedures, and governmental regulations.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume.
• Ability to solve practical problems and deal with a variety of concrete variables.
• Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.
• Excellent interpersonal skills with demonstrated ability to work diplomatically with a wide variety of people; ability to work effectively as a team leader, guiding the actions of others in order to accomplish team objectives.
• Ability to work independently and as part of a team.
• Good judgment, problem solving and decision-making skills.
• Strong organizational and time management skills to work effectively in a fast-paced environment with rapidly shifting priorities and competing demands.
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, and Power Point programs.

Education/Licensing/Training:

• Current California state licensure as a Registered Nurse or a Licensed Vocational Nurse

• A Bachelor- or Master's-level degree in healthcare or a healthcare-related field preferred

• Basic Life Support (BLS) certification required (or obtained within 30 days of employment)

Personal/Relationships/Behavior:

• Cheerful and positive demeanor.

• Refrains from participation in gossip, dysfunctional group interactions, and divisive behavior.
• Displays courteous and professional behavior in all interactions with the public.
• Works cooperatively with other staff members.
• Displays flexibility in accepting, changing, or carrying our assignments.
• Adheres to dress code expectations, including fragrance-free requirements.
• Displays sensitivity in a multicultural environment.
• Ability to maintain staffing and organizational confidentiality.

Physical Demands:

• While performing duties identified in this job description, the employee is frequently required to sit ergonomically correct for extended durations, regularly required to stand, walk, and use hands and fingers, along with pushing, pulling, lifting (no more than 25lbs) and twisting.

Benefits

Compensation:

• Registered Nurse: $104,000.00 to $140,000.00 annually depending on experience
• Licensed Vocational Nurse: $91,160.00 to $130,000.00 annually depending on experience
• Medical, Dental and Vision Insurance

• 401(k) with matching
• Generous Paid Time Off, Personal Day, and Holiday packages
• Flexible Spending Account Plan
• Employee Assistance Program
• Life/ADD insurance policy
• Long Term Disability Insurance