JOB PURPOSE:

The Clinic Operations Manager is responsible for the day-to-day operational management of one or more outpatient medical clinics. This role ensures efficient clinic operations, exceptional patient experience, regulatory compliance, financial performance, and staff engagement while partnering closely with physicians and organizational leadership to support the delivery of high-quality, patient-centered care.

JOB RESPONSIBILITIES:

Clinic Operations

• Oversee the daily operations of assigned medical clinics to ensure efficient, safe, and patient-focused service delivery.
• Develop and implement operational workflows that improve productivity, quality, and patient satisfaction.
• Monitor clinic performance and implement process improvements to enhance operational efficiency.
• Ensure clinics maintain appropriate staffing levels and operational coverage.
• Collaborate with providers and department leaders to resolve operational issues and improve care delivery.
• Supervise clinic administrative staff, medical assistants, reception staff, and other non-provider personnel.
• Recruit, train, coach, develop, and evaluate clinic staff.
• Promote employee engagement, accountability, teamwork, and professional development.
• Conduct performance evaluations and address employee performance issues in collaboration with Human Resources.
• Foster a positive, patient-centered culture throughout the clinics.

Patient Experience

• Ensure patients receive exceptional customer service throughout their care experience.
• Monitor patient satisfaction results and develop action plans for improvement.
• Resolve patient complaints and service recovery issues promptly and professionally.
• Promote initiatives that improve patient access, communication, and overall experience.

Financial and Operational Performance

• Monitor clinic productivity, scheduling efficiency, patient volumes, and operational metrics.
• Assist in developing and managing clinic operating budgets.
• Monitor expenses and identify opportunities for cost savings without compromising quality.
• Support revenue cycle initiatives by improving registration accuracy, documentation, scheduling efficiency, and charge capture processes.
• Review operational reports and develop corrective action plans as needed.

Regulatory Compliance

• Ensure clinic operations comply with applicable federal, state, and local regulations.
• Maintain compliance with CMS, New York State Department of Health (DOH), OSHA, HIPAA, CLIA (if applicable), infection prevention standards, and organizational policies.
• Support regulatory surveys, audits, and corrective action plans.
• Ensure required licenses, permits, certifications, and postings remain current.

Provider Support

• Partner with physicians, nurse practitioners, physician assistants, and clinical leadership to support efficient practice operations.
• Coordinate onboarding of new providers.
• Support provider scheduling and operational needs.
• Facilitate communication between providers and corporate departments.

Facility Management

• Ensure clinics maintain a safe, clean, organized, and professional environment.
• Coordinate facility maintenance, repairs, equipment needs, and vendor services.
• Monitor inventory and oversee ordering of office and medical supplies.
• Ensure equipment is maintained according to regulatory requirements.
• Other duties as assigned.

Schedule: 8:30AM – 5:30PM

Weekly Hours: 40

QUALIFICATIONS:

Education: Bachelor’s Degree in business administration, Health Administration, or related field, or a Medical Practice related Certification from a recognized Medical Practice organization.

Experience:

• At least five (5+) years of prior experience in Coding or Medical Practice office-related field.
• Minimum of three (3) years in a supervision role, preferred.
• Minimum of one (1) year of experience working with a frail or elderly population or, if the individual has less than one (1) year of experience but meets all other requirements, must receive appropriate training from the PACE organization on working with a frail or elderly population upon hiring.

Examples of Acceptable Certificates:

• Certified Professional Coder (CPC)
• Certified Professional Medical Auditor (CPMA)
• Certified Professional Practice Manager (CPPM)
• Certified Risk Adjustment Coder (CRC)

Disclaimer:Responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of the company.