Therapy Clinic Manager

Position Summary

The Clinic Manager directs clinical operations, staffing, patient access, team performance, and the clinic environment for an assigned Orthopedic Physicians Alaska (OPA) therapy clinic. The position is primarily clinical, with administrative responsibilities generally comprising up to 30% of the role, depending on clinic needs.

The Clinic Manager works closely with physical therapists (PTs), occupational therapists (OTs), physical therapist assistants (PTAs), certified occupational therapy assistants (COTAs), massage therapists (MTs), other clinic managers, physicians, and administrative staff. The manager is responsible for cultivating and maintaining a positive culture where therapy providers are encouraged to progress both clinically and professionally. Clinic managers will ensure the implementation of high-quality physical/occupational therapy services for patients and caregivers. The manager builds and maintains a positive culture that supports each provider's clinical and professional growth.

The Clinic Manager ensures high-quality physical and occupational therapy services for patients and caregivers, consistent with PT and OT professional standards and OPA policies and procedures. The position directly influences the clinic's productivity and financial performance. This position reports directly to the Director of Therapy Services.

Essential Functions

Clinic operations

1. Oversee daily clinic operations and serve as the primary point of contact for day-to-day operational and staff concerns, escalating issues to the Director as appropriate.
2. Ensure the clinic is safe, clean, functional, appropriately equipped, and ready for patient care.
3. Maintain appropriate inventory of clinical and office supplies and coordinate linen and laundry needs.
4. Coordinate with Facilities Management to request, track, and sign off on equipment and facility repairs.
5. Partner with front-desk leadership and staff to address scheduling, patient flow, communication, and other operational issues.
6. Implement department initiatives, workflows, policies, technology, quality programs, and operational changes at the clinic level.

Staffing and scheduling

1. Maintain appropriate staffing coverage during all scheduled clinic hours.
2. Keep provider schedules current in NextGen, and review and approve schedule blocks consistent with scheduling guidelines and patient access needs.
3. Identify current and anticipated staffing needs and communicate recommendations to the Director of Therapy Services.
4. When a provider's scheduled hours change, work with HR to update the provider's employment agreement.

Staff leadership and development

1. Provide administrative supervision and direction for all assigned clinic personnel, including aides and students.
2. Work with HR to onboard new providers, including orientation to clinic workflows and staff, NextGen/EMR use, documentation standards, productivity expectations, clinic procedures, and culture.
3. Lead ongoing staff development, including mentorship, clinical development, career development, and identification of growth opportunities.
4. Complete quarterly coaching conversations (QCCs) with all staff.
5. Monitor clinic and individual provider productivity, and address barriers to meeting established productivity expectations.
6. Provide performance-based recommendations on compensation and advancement to the Director of Therapy Services.
7. Review and approve continuing education (CE) requests for relevance to clinical practice, professional development, and organizational priorities, consistent with OPA's CE policy.

Clinical quality and compliance

1. Ensure staff provide only medically necessary, evidence-based evaluation, treatment, and management of patients, and complete chart audits to confirm compliance.
2. Maintain a clinical caseload and complete all required documentation (pre-certifications, physician reports, daily notes, and charges) accurately and within 72 hours, meeting facility, physician, and payer deadlines.

Communication

1. Maintain open, respectful communication with coworkers, physicians, patients, families, and third-party payers.
2. Respond to patient and family concerns, resolve issues when appropriate, and escalate significant concerns to the Director.
3. Attend and participate in department meetings as directed by the Director of Therapy Services.
4. Perform other duties as assigned by the Director of Therapy Services.

Competencies

Knowledge

1. Working knowledge of outpatient orthopedic therapy practice.
2. Working knowledge of therapy documentation, medical necessity, and payer requirements.

Skills

1. Leadership skills sufficient to direct and supervise staff in delivering quality patient care.
2. Clear, concise, and organized verbal and written communication with patients, staff, and physicians.
3. Strong organizational, time management, and planning skills.
4. Effective clinical problem-solving.
5. Computer skills sufficient to manage patient records, management reports, and billing.

Abilities

1. Work effectively as part of a team.
2. Set clear expectations with staff and stakeholders and communicate intent.
3. Interact effectively with patients and families.
4. Work independently and prioritize effectively.

Physical Demands

1. Lift and transfer patients frequently and safely using proper body mechanics.
2. Walk, bend, stand, and reach consistently throughout the workday.
3. Near and distance vision sufficient to evaluate and monitor patients, maintain accurate records, and recognize people.
4. Speech and hearing sufficient to understand and give directions.
5. Push wheeled equipment throughout the facility.
6. Fine motor skills sufficient to document, schedule, and prepare correspondence, and to handle diagnostic and therapeutic equipment safely.

Equipment Operated

Standard office and clinical technology, including computers, phones, printers, EMR systems, and other equipment required to perform the position.

Work Environment

Well-lit, well-ventilated outpatient therapy clinic. A sit-stand desk and ergonomic chair are provided.

Education, Experience, and Licensure

Required

1. Graduate of a physical therapy or physical therapist assistant program accredited by the Commission on Accreditation in Physical Therapy Education (CAPTE), or an occupational therapy or occupational therapy assistant program accredited by the Accreditation Council for Occupational Therapy Education (ACOTE®).
2. Minimum three years of experience as an orthopedic PT, PTA, OT, or COTA.
3. Current Alaska license in good standing as a PT, PTA, OT, or COTA.
4. Demonstrated commitment to professional development and growth as a clinical and organizational leader.

Preferred

1. Prior clinical management or supervisory experience, preferably in an outpatient therapy setting.
2. Experience with NextGen or a comparable EMR, including scheduling and productivity reporting.

Work Hours

Typical hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., or other approved hours between 6:00 a.m. and 8:00 p.m. Occasional extended hours may be required based on business needs.

Supervisory Responsibilities

Provides day-to-day administrative leadership, direction, coaching, scheduling oversight, performance management, and operational oversight for assigned clinic personnel. This may include PTs, OTs, PTAs, COTAs, massage therapists, aides, students, and other personnel as assigned.

Travel

Periodic travel to other OPA therapy locations and to required department meetings.

Remote Work

This position is primarily clinic-based. Remote work may be permitted for select administrative tasks with prior approval.

Other Duties

This job description is not a comprehensive list of the activities, duties, or responsibilities required of this position. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice.