Clinic Operations Manager

We are seeking a highly organized and empathetic Clinical Operations Manager to oversee daily administrative operations of our clinic. This role requires leadership in office management, front and back-office workflow optimization, regulatory compliance, and staff coordination.

Key Responsibilities:

Administrative Oversight:

• Supervise front office operations performed by receptionist/medical assistant, ensuring patient check-in/out, appointment scheduling, and phone triage follow clinic protocols.
• Develop and implement workflows to streamline front desk efficiency, reduce wait times, and improve patient flow.
• Monitor daily schedules to ensure provider availability, manage no-shows/cancellations, and support scheduling optimization.
• Oversee insurance verification and prior authorization processes, troubleshooting escalated payer issues and ensuring timely submission by staff.
• Ensure accuracy of patient records and documentation within the EHR system, reviewing for completeness and regulatory compliance.
• Conduct routine audits of front desk processes, patient intake forms, and daily reconciliation logs to uphold clinic standards.
• Serve as the first point of contact for escalated patient concerns related to scheduling, billing, or service experience.
• Train, mentor, and evaluate front office staff performance, supporting professional development and ensuring accountability.
• Maintain confidentiality and HIPAA compliance across all administrative processes and communications.
• Coordinate communication between departments (clinical, billing, administrative) to ensure cohesive and compliant operations.

Team Leadership:

• Supervise administrative and non-clinical staff, including receptionists, scribes and medical assistants.
• Coordinate staff scheduling, onboarding, and training.
• Promote a supportive and trauma-informed culture for both staff and patients.

Compliance & Quality:

• Maintain compliance with HIPAA, DEA, SAMHSA, and state/federal regulations.
• Support audits, credentialing processes, and licensure renewals.
• Assist in implementing policies and procedures that align with behavioral health standards and best practices.

Operations & Financials:

• Monitor inventory and order medical and office supplies.
• Oversee billing workflows in collaboration with third-party billing vendors or internal staff.
• Work closely with the Clinical Manager to track productivity, patient flow, and operations

Patient Experience:

• Address patient concerns or escalations with compassion and discretion.
• Implement strategies to improve patient satisfaction and retention.

Qualifications:

• Associate’s or Bachelor’s degree (preferred) in Healthcare Administration, Business, or related field.
• 3 years of experience in a medical office setting; behavioral health experience strongly preferred.
• Strong understanding of HIPAA, billing/insurance processes, and healthcare regulatory requirements.
• Proficient in EHR systems (e.g., Elation, Akamai, CareLink etc.).
• Excellent communication, organizational, and leadership skills.
• Experience working in trauma-informed care settings is a plus.
• Ability to handle sensitive and confidential situations with compassion and professionalism.

Compensation & Benefits:

• Competitive salary (commensurate with experience)
• Health, dental, and vision insurance
• Paid parking

Job Type: Full-time

Pay: $23.00 - $30.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Vision insurance

Work Location: In person

Salary : $23 - $30