Role Overview & Responsibilities

Position Summary

The Medical Operations Manager ensures the delivery of safe, compliant, and patient-centered healthcare services through effective leadership of clinical operations. This role provides oversight of nursing and clinic workflows, partners cross-functionally with medical and administrative teams, and drives operational excellence through performance management, process improvement, and regulatory compliance.

Scope and Impact

Oversees daily clinical operations with direct accountability for nursing staff and supervisory leadership. Responsible for ensuring efficient clinic flow, appropriate staffing, and high-quality patient care delivery.

This role directly impacts patient outcomes, staff performance, and clinic efficiency by driving workflow optimization, ensuring compliance with regulatory standards, and fostering a collaborative, patient-centered care environment.

Decision Making Authority

Approve and implement process changes to improve efficiency and patient care

Recommend budget allocations and cost-savings measures to leadership.

Resolve day-to-day operational issues without escalation, ensuring minimal disruption to care delivery.

Interactions / Working Relationships

Collaborate daily with the medical staff to coordinate patient care, align schedules and address operational needs.

Partners with interdisciplinary teams to ensure coordinated, patient-centered care.

Engage with patients and families to address concerns, improve satisfaction, and ensure a positive care experience.

Essential Duties and Responsibilities

1. Oversee and direct daily clinic operations ensuring smooth patient flow and seamless coordination between departments to maintain high-quality patient centered care. (30%)
2. Lead and develop staff - supervise, mentor, and evaluate nursing teams; manage staff and schedules to meet service demand. Create goals and objectives and ensure goals are met. (25%)
3. Ensure Regulatory Compliance - Monitor and enforce adherence to healthcare regulations, Patient-Centered Medical Home standards, and safety protocols. (15%)
4. Drive Process Improvement - Identify operational inefficiencies, implement solutions, and track performance metrics to enhance care delivery. (10%)
5. Manage Resources and Budget - Allocate equipment, supplies and facilities effectively. Monitor spending on medical and office supplies and recommend cost-saving measures. (10%)
6. Enhance Patient Experience - Address patient concerns promptly, foster a culture of empathy and service excellence, and implement initiatives to improve satisfaction scores. (10%)

Supervisory or Leadership Responsibilities

1. Direct and Indirect supervision: Overseeing daily work of the nursing staff, including nursing supervisors, registered nurses (dental, triage, health educators), licensed vocational nurses, and medical assistants
2. Hiring and Onboarding: Participates in interviews and selection of new team members; leads onboarding of supervisors, triage nurse and oral health nurse to ensure smooth integration into the organization.
3. Training and Development: Works with the Organizational Learning team to deliver training programs, mentor staff, and support ongoing professional development to maintain high performance and compliance standards.
4. Performance Management: Conducts regular performance evaluations, provides constructive feedback, and implements improvement plans when needed.
5. Staffing Oversight: Holds supervisors accountable for performance outcomes and ensure alignment with organizational goals and standards of care.
6. Culture Building: Fosters a collaborative, patient-focused, and accountable work environment that encourages continuous improvement and high morale.
7. Escalates strategic, financial, or policy-related decisions to the Director of Medical Operations and Services as appropriate.

Qualifications

Minimum Qualifications (Required)

• Education: Associate's degree or higher from an accredited school of nursing.
• Licenses/Certifications: Current Texas RN license and CPR certification
• Experience: Minimum of 5 years in the nursing field, with at least 2 years in a supervisory or management role.

Preferred Qualifications

• Bilingual or multilingual proficiency preferred
• Experience in clinic setting

Knowledge, Skills, and Abilities (KSAs)

• Strong understanding of healthcare regulations, patient-centered medical home standards, and compliance requirements (e.g. HIPAA and OSHA)
• Proven ability to manage budgets, staffing, and operational workflows in a healthcare setting.
• Excellent leadership, communication, and problem-solving skills.

Language Skills

Bilingual in Spanish or multilingual proficiency preferred.

Technology and Tools

Proficient in electronic health record (EHR) systems and Microsoft Office.

Work Environment and Physical Demands

• Primarily based in a medical office and clinic with frequent interaction in patient care areas.
• Fast-paced environment requires the ability to manage multiple priorities and respond quickly to operational needs.
• Regular collaboration with clinical staff, administrative teams, patients and external partners.
• May require occasional travel between facilities or to off-site meetings, training sessions, or conferences.
• Exposure to typical healthcare environment conditions, including potential contact with infectious diseases (with appropriate PPE provided).
• Ability to lift up to 25 pounds occasionally.
• Must maintain a valid driver's license, auto insurance, and access to a reliable vehicle.
• Frequent walking within the facility to monitor operations and engage with staff.
• Prolonged periods of sitting at a desk and working on a computer.
• Requires visual acuity to review documents, data, and patient records, and auditory ability to communicate effectively in person and by phone.