Description:
JOB SUMMARY
The Clinical Practice Manager oversees the daily operations, staffing, clinical support functions, and financial performance of clinical departments. This role ensures efficient patient flow, high-quality clinical care, regulatory compliance, and exceptional patient experience across all service lines. The Manager serves as a liaison between physicians, clinical staff, and administration to support strategic growth, operational excellence, and service line development.
RESPONSIBILITIES
Clinical Operations
- Develop and implement strategic workflows that support organizational mission, operational goals, and patient care excellence.
- Analyze clinical workflows and patient flow trends to drive efficiency and quality improvement initiatives.
- Serve as the EMR subject matter expert within the first 90 days, ensuring staff optimize system use.
- Oversee clinic operations to ensure efficient, compassionate, patient-centered care delivery.
- Ensure compliance with OSHA, HIPAA, AAAHC, and all applicable federal, state, and local regulations.
- Foster a culture of respect and collaboration in all patient and family interactions to promote a positive patient experience.
- Oversee resolution of patient care and service concerns to ensure satisfaction and continuous improvement.
- Direct workflow implementation to meet meaningful use and quality reporting standards.
- Monitor operational metrics, identify trends and quality concerns, and implement corrective actions with follow-up monitoring.
- Collaborate with providers to develop scheduling templates that balance patient access, productivity, and satisfaction.
- Oversee incident reporting processes, ensuring follow-up and safety improvement initiatives.
- Assist administration in monitoring patient satisfaction and implementing improvements.
- Lead project planning and execution to achieve workflow and operational improvements.
Staffing & Team Leadership
- Provide on-site supervision, scheduling, and operational coverage for staff.
- Establish performance expectations and ensure accountability through data-driven evaluation and observation.
- Provide direction and support to Clinical Leads to achieve departmental goals.
- Develop employees by setting clear expectations and building high-performing teams.
- Interpret and implement organizational policies while ensuring staff adherence.
- Oversee recruitment, interviewing, and hiring of staff.
- Coach staff and implement disciplinary actions and performance improvement plans in collaboration with Human Resources.
- Conduct timely performance evaluations and recommend merit increases and promotions.
- Serve as escalation point for complex employee and provider concerns, ensuring resolutions align with organizational values.
- Partner with physician leadership to coordinate physician and APP recruitment aligned with growth goals.
- Identify and implement solutions to patient care and operational challenges to drive service excellence.
Financial Management
- Maintain full profit and loss responsibility, including revenue, expenses, and budgeting.
- Develop and monitor annual budgets aligned with departmental and organizational priorities.
- Drive initiatives that improve financial performance through cost efficiency, cost reduction, and improved charge capture.
- Oversee cosmetic and elective service line transaction systems (e.g., Square).
- Ensure accuracy of cash collections and timely bank deposits.
- Ensure equipment and facility assets are maintained and coordinate repairs or replacements.
- Partner with IT to ensure technology supports operational effectiveness.
Charge Capture & Revenue Cycle
- Provide strategic oversight of revenue cycle processes in collaboration with PFS and PAS.
- Ensure accurate charge capture, coding, and collections.
- Implement proactive processes to minimize denials and maximize reimbursement.
Business Development & Marketing
- Develop and execute strategic growth initiatives for clinical departments.
- Partner with physicians to establish and execute a shared vision for growth and innovation.
- Build and maintain relationships with managed care representatives, hospital administrators, referring providers, and community leaders.
- Oversee planning of new office locations, expansions, and service line enhancements.
- Conduct operational and financial analyses (e.g., SWOT, cost per hour, revenue per hour) to identify growth opportunities.
- Lead development of marketing strategies promoting service lines and responsible social media use.
- Oversee marketing events and community engagement initiatives that enhance visibility and patient acquisition.
- Represent the organization in community and professional activities to advance reputation and visibility.
Communication & Education
- Ensure accurate, clear, and timely communication between physicians, staff, and leadership.
- Develop and coordinate physician on-call schedules and communicate updates promptly.
- Lead departmental meetings and ensure action items are documented and completed.
- Promote continuous education and cross-training to maintain a skilled and adaptable workforce.
- Foster transparency, collaboration, and shared accountability.
Safety & Infection Control
- Maintain infection control and safety reference materials.
- Ensure adherence to OSHA regulations and infection control standards.
- Lead compliance initiatives including staff education, audits, certifications, licensing, and TB testing.
- Maintain facilities to provide a safe, comfortable, and patient-friendly environment of care.
- Oversee inventory and storage of medications, vaccines, and clinical supplies.
- Monitor inventory for expiration dates and regulatory compliance.
- Collaborate with Clinical Leads to ensure accuracy and completion of required clinical logs.
General Administrative Duties
- Serve as DEA Coordinator, overseeing controlled substance ordering, usage, disposal, and regulatory reporting.
- Provide on-site leadership during emergencies, ensuring safety and coordination with appropriate authorities.
- Act as liaison between internal teams, contractors, and facilities to maintain operational readiness and professional site appearance.
- Serve as a key resource for conflict resolution, promoting organizational cohesion and professionalism.
Other Duties
- Perform additional responsibilities as assigned by management.
CHARACTERISTICS
- Service-oriented with a strong commitment to patient and customer satisfaction.
- Exceptional attention to detail and accuracy.
- Strong relationship-building skills with physicians, staff, and external partners.
- High energy level with the ability to manage multifaceted projects while maintaining daily operational responsibilities.
- Tactful and mature in professional interactions.
- Demonstrates diplomacy, discretion, and sound judgment.
- Ability to establish credibility and earn trust across all levels of the organization.
- Resourceful, well organized, and skilled in prioritizing competing demands.
- Able to work independently and collaboratively in a wide variety of circumstances.
- Leads community outreach and relationship-building initiatives with referring practices, physicians, schools, and local leaders.
Requirements:
QUALIFICATIONS
- Bachelor’s degree in business, Accounting, Finance, Healthcare Administration, or a related field.
- Minimum of 3–5 years of clinical or healthcare management experience.
- Extensive knowledge of insurance requirements, including coding, ICD-10, reimbursement, third-party payers, and precertification processes.
Experience managing complex or difficult patient/customer situations with professionalism and tact. - Strong verbal and written communication skills.
- Demonstrated proficiency with healthcare technologies and systems, including EMRs, spreadsheets, word processing, and standard office software.
- Strong analytical skills with the ability to organize, prepare, and present comprehensive reports.
- Thorough understanding of medical office operations and workflows.
- Demonstrated ability to exercise sound judgment, discretion, and decision-making to achieve organizational objectives.
PHYSICAL REQUIREMENTS
- Stand and walk frequently throughout clinic areas.
- Sit for extended periods while performing administrative tasks.
- Lift and carry up to 25 pounds.
- Perform tasks requiring manual dexterity and visual acuity.
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