Clinical SupervisorAbout the OpportunityWe are seeking a proactive, organized, and accountable Clinical Supervisor to oversee daily staffing and workflow across our physician teams and help translate this mission into the daily patient experience.
This is a hands-on leadership role requiring a thorough understanding of Clinical Assistant and offshore staff responsibilities. The Clinical Supervisor assigns and monitors work, coordinates coverage, supports staff, and ensures patient-related tasks are completed accurately and on time. This individual must be comfortable stepping in to assist while maintaining oversight of outstanding work.
The ideal candidate combines strong fertility workflow knowledge with the ability to direct others, resolve problems quickly, and consistently follow tasks through completion.
Key ResponsibilitiesStaff Scheduling and Coverage- Create and maintain Clinical Assistant schedules to support physician appointments, patient care needs, and departmental responsibilities.
- Coordinate CA schedule swaps, time-off coverage, callouts, and same-day staffing changes.
- Ensure schedule changes are communicated promptly to affected staff, physicians, and offshore teams.
- Assign daily responsibilities based on staff competency, appointment volume, and workload.
- Redistribute work when priorities change or coverage is limited.
- Step in to support appointments and complete tasks within training and authorized scope when needed.
- Provide on-call backup support and participate in periodic on-call shifts, ensuring appropriate escalation and handoff of time-sensitive issues.
Daily Workflow and Follow-Through - Oversee delegated work across onshore and offshore teams, ensuring each task has a clear owner, deadline, and expected outcome.
- Review offshore staff tags and requests in designated Teams channels to confirm they have been answered and acted upon.
- Follow unresolved requests through completion, including missing cycle plans, patient emails, records, and appointment follow-up.
- Verify that a response reflects meaningful action; acknowledgment alone does not constitute completion.
- Identify overdue tasks, determine the reason for delays, and resolve blockers or reassign work as needed.
- Escalate issues requiring physician, nursing, laboratory, finance, or leadership involvement and confirm that a resolution is obtained.
- Ensure outstanding tasks are handed off appropriately during shift changes, absences, weekends, and holidays.
Patient Communication and Medical Records - Monitor patient email workflows to ensure timely responses and appropriate routing of clinical questions.
- Confirm that follow-up tasks generated during in-person and virtual appointments are completed.
- Oversee medical records completion, including obtaining outside records, uploading documents, and tracking missing documentation.
- Monitor outstanding notes, letters, reports, and other required chart items through completion and appropriate approval.
- Review documentation for completeness and consistency, flagging discrepancies for correction.
- Ensure clinical interpretation, treatment decisions, and approvals remain with appropriately qualified and authorized staff.
Staff Training and Performance - Train and coach CAs and offshore support staff on assigned workflows, communication standards, and documentation expectations.
- Assess staff competency and identify areas requiring additional training or supervision.
- Provide clear, timely feedback on accuracy, efficiency, responsiveness, and follow-through.
- Address repeated missed responsibilities and document concerns in coordination with departmental leadership.
- Maintain cross-training and backup coverage for essential responsibilities.
- Reinforce a team culture of ownership, clear communication, and reliable completion.
Quality and Process Improvement - Review daily checklists and outstanding queues to verify that tasks are completed or appropriately escalated.
- Identify recurring workflow gaps and implement practical improvements.
- Track overdue items, incomplete records, unanswered requests, and repeated errors.
- Provide leadership with concise updates on staffing needs, unresolved concerns, and team performance.
- Maintain current workflow instructions and communicate changes to onshore and offshore staff.
What Success Looks LikeSuccessful candidates will:
- CA schedules and coverage changes are accurate and communicated promptly.
- Offshore staff requests receive timely responses and appropriate action.
- Missing cycle plans, emails, medical records, and delegated tasks are completed by their required deadlines.
- Outstanding items have a documented owner, next action, and completion timeframe.
- Staff receive effective training and clear feedback.
- On-call issues receive timely support, escalation, and handoff.
- Routine work progresses without repeated intervention from departmental leadership
Qualifications- Prior experience in fertility, reproductive medicine, or a comparable outpatient clinical setting.
- Demonstrated experience supervising staff, coordinating schedules, training employees, or leading daily workflows.
- Strong understanding of fertility patient coordination, appointment support, cycle-plan workflows, medical records, and patient communication.
- Ability to learn and independently perform core CA and offshore support workflows within training and authorized scope.
- Strong organizational skills, sound judgment, and attention to detail.
- Ability to prioritize competing demands, delegate clearly, and hold staff accountable professionally.
- Proficiency with electronic medical records, Microsoft Teams, Outlook, and shared tracking tools.
- Experience with eIVF and offshore support teams preferred.
Work Hours and ExpectationsThis is a full-time, primarily onsite position with standard hours of
10:00 AM-7:00 PM, Monday-Friday, and rotating Saturdays from 9:30 AM-6:00 PM. Scheduling flexibility is required to support clinic coverage, including occasional early mornings and additional evening, weekend, or holiday coverage based on operational needs.
The position also requires on-call backup support and participation in periodic on-call shifts. During assigned coverage, the Clinical Supervisor must remain accessible, respond promptly to time-sensitive matters, and coordinate appropriate escalation to physicians or other qualified clinical staff.
The Clinical Supervisor is expected to maintain visibility into daily workload, respond promptly to staffing changes, and ensure time-sensitive responsibilities are completed or handed off to a named staff member before leaving for the day.
Salary Range
$90,000-$120,000 USD
