Director of Clinical Operations

Position Summary:

The Director of Clinical Operations is responsible for ensuring the daily operations of the clinical practice run efficiently, safely, and in alignment with organizational standards. This role oversees patient flow, front office operations, EMR functionality, medical records, HIPAA compliance, and the performance of clinic and patient support teams. The Director serves as the operational backbone of the practice, ensuring a seamless patient experience and supporting providers and staff through strong leadership, systems oversight, and continuous process improvement.

Duties and Responsibilities:

·         Oversee daily clinic operations to ensure efficient scheduling, reception workflow, and smooth patient movement throughout the practice

·         Identify and resolve operational bottlenecks to maintain timely patient care and provider productivity

·         Collaborate with clinical leadership to support optimal staffing, room utilization, and workflow design

·         Assist in management in collaboration with IT of the practice’s EMR system, including user access, workflows, templates, and troubleshooting

·         Coordinate with IT and vendors to resolve system issues and implement updates or enhancements

·         Train staff in EMR best practices and ensure consistent, compliant documentation workflows.

·         Provide back-up coverage for training and troubleshooting employees on the use of telephone system and coordinate with vendor when changes are needed

·         Oversee medical records management, including release of information, record retention, and documentation standards

·         Ensure full compliance with HIPAA and privacy regulations across all clinical and administrative functions in conjunction with IT

·         Develop and maintain policies and procedures related to medical records and information security

·         Provide direct supervision to clinic and patient support teams, including reception, scheduling, and clinical support roles

·         Conduct performance evaluations, coaching, and corrective action as needed for the scheduling and medical records departments

·         Assist in management of radiology and clinical (medical assistant) teams with the guidance and support of physician heads and department leads in these areas

·         Support staff development through training, crosstraining, and workflow optimization.

·         Oversee the triage and routing of internal and external phone calls, messages, and EMR tasks to ensure timely and accurate response

·         Monitor communication workflows to reduce delays and improve patient satisfaction

·         Work with business office coordinator to implement office-wide policy changes that are needed to improve patient care and office/ billing efficiency

 Special Knowledge, skills and abilities:

·         The ability to analyze, evaluate, plan, implement and manage/direct a variety of outpatient, primary care and specialty service programs

·         Experience preparing and presenting; clear, concise, effective oral and written communication reports and presentations

·         Proven ability to establish and maintain effective working relationships with various agencies, divisions, departments and organizations to include patients, board members, physicians, employees, medical directors, administrative peers, and community officials.

·         Thorough knowledge of related legal, regulatory, ethical, managerial, nursing practice, and organizational requirements, principles, and standards in an outpatient setting

·         Strong leadership, communication, and strategic planning skills

 Education and Experience:

·         Bachelor’s degree in management or healthcare related field required

·         Minimum five (5) years’ experience in a management position with a broad scope of administrative and clinical responsibility in a similar setting

 License and Certification:

·        LPN preferred