Clinical Systems Manager

Who We Are

Tennessee Retina is the largest Ophthalmology practice in middle Tennessee offering rewarding careers across 10 locations. We are committed to providing the highest level of care to our patients in the most convenient and caring manner. Our physicians are leaders in the research and application of new retina, macula, and vitreous treatments.

We are seeking an energetic and collaborative Clinical Systems Manager. The Clinical Systems Manager is responsible for the management and oversight of the clinical staffing function, clinical training program, clinical trainers, and Surgery Scheduling team. The Clinical Systems Manager provides unified leadership across these related operational areas to improve accountability, resource coordination, employee development, workflow consistency, and task completion.

The position works closely with the Director of Clinical Operations, Clinical Managers, Clinic Supervisors, physicians, Human Resources, and departmental leaders to ensure clinical staffing resources are used appropriately and operational programs are effectively managed.

This exciting opportunity will work closely and be supported by a team of colleagues, strong leadership, and cutting-edge technology! A day in the life of a Tennessee Retina employee is filled with learning, growing, creating, hard work, and most of all fun!

Tennessee Retina offers a competitive salary based on diverse experiences and backgrounds.

Benefits Offered

• Paid Continue Professional Education (CPE)
• COA/COT exam resources and reimbursements
• Tuition Reimbursements
• Transportation Reimbursement Program
• Employer-sponsored Medical, Dental, Vision, Critical Illness Coverage, Short-term, Long-Term Disability, & Employee Assistance Program
• 401(k) with Generous Employer Match
• Health Savings Account (HSA) and Flexible Spending Account (FSA)
• Paid Holidays and Paid Vacation
• Annual Scrub Uniform Allowance
• Employee Referral Award Bonus Program
• Succession, Growth, and Mentorship Opportunities
• Social Gathering and Team Opportunities
• Full new hire training program to fully support, train, and welcome new hires to the team

Responsibilities

• Directly manages the Clinical Staffing Supervisor, Surgery Scheduling Supervisor, lead clinical trainers, and other assigned program personnel.
• Oversees clinical staff scheduling, daily coverage coordination, staff movement between locations, float resource utilization, and PTO coverage.
• Provides management support to the Clinical Staffing Supervisor in resolving staffing conflicts, coverage concerns, call-outs, and resource-allocation needs.
• Ensures the PTO management system is maintained and followed closely, analyzing staffing levels to adjust available PTO based on staffing forecasts.
• Coordinates bridging the gap between clinical training and staffing availability with onboarding, cross-training, remediation, and employee-development needs.
• Works with the Clinical Staffing Supervisor to determine when trainers and trainees can be released from clinic operations without negatively affecting patient care or clinic performance.
• Escalates open-position needs, staffing appropriation concerns, and requests for additional clinical resources to the Director of Clinical Operations.
• Supports the Director of Clinical Operations with information needed for long-term staffing capacity planning and coordination with Human Resources.
• Maintains centralized ownership of the clinical training program and ensures consistent training standards across all practice locations.
• Oversees clinical onboarding, check-in technician training, scribe training, photographer training as assigned, cross-training, remediation, and advancement pathways.
• Develops, maintains, and updates standardized training materials, competency requirements, instructional resources, and performance expectations utilizing the resources of TNR’s Instructional Designer.
• Ensures training materials and processes are routinely reviewed for accuracy, consistency, compliance, and alignment with current clinical workflows.
• Provides direction, development, and accountability to lead trainers and clinical trainers.
• Monitors employee progression through training and ensures appropriate follow-up when trainees are not meeting established expectations.
• Coordinates with Clinical Managers and Clinic Supervisors regarding employee performance, remediation needs, cross-training opportunities, and readiness for advancement.
• Establishes consistent processes for final competency evaluations and training completion sign-offs.
• Evaluates the effectiveness of clinical training through trainee performance, competency completion, supervisor feedback, retention, and operational outcomes.
• Provides direct management and operational oversight of the Surgery Scheduling Supervisor.
• Ensures the Surgery Scheduling Supervisor maintains appropriate accountability, performance management, evaluations, and corrective-action processes for the Surgery Scheduling team.
• Establishes consistent expectations for Surgery Scheduling accuracy, timeliness, professionalism, communication, documentation, and patient service.
• Monitors Surgery Scheduling workload distribution, outstanding cases, unresolved requests, backlogs, and task turnaround.
• Ensures physician instructions and patient-specific surgical requests are handled accurately and within established timelines.
• Ensures regular communication and coordination between Surgery Scheduling, physicians, clinical teams, authorization teams, financial counseling, and surgical facilities.
• Develops and maintains standardized Surgery Scheduling workflows, reference materials, and accountability processes.
• Provides leadership and oversight for the implementation, adoption, and ongoing use of Surgimate and other assigned operational technologies.
• Identifies workflow gaps, operational barriers, and performance concerns and implements appropriate corrective actions.
• Conducts routine one-on-one meetings with direct reports and provides timely coaching, feedback, and professional development.
• Completes performance evaluations and manages employee performance concerns in partnership with the Director of Clinical Operations and Human Resources.
• Develops measurable performance standards and regularly reports program outcomes, concerns, and improvement opportunities to the Director of Clinical Operations.
• Promotes a culture of accountability, collaboration, professional communication, employee development, and patient-centered service.
• Performs other duties as assigned by the Director of Clinical Operations.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

Education, Training, and Experience

• Bachelor’s degree in healthcare administration, business administration, education, clinical sciences, or a related field preferred. Relevant leadership and operational experience may be considered in place of formal education.
• Must have prior experience in healthcare operations, clinical management, employee training, staffing coordination, Surgery Scheduling, or a related operational field.
• Must have demonstrated experience supervising employees, managing performance, and maintaining accountability.
• Experience managing clinical trainers, staffing resources, PTO coverage, or employee onboarding is preferred.
• Experience overseeing Surgery Scheduling workflows or working with ambulatory surgery centers and hospitals is preferred.
• Experience implementing operational technology, workflow platforms, electronic health records, or practice management systems is preferred.
• Must have experience coordinating multiple programs, teams, or operational priorities.
• Experience developing curriculum, training materials, competency standards, or structured employee-development programs strongly preferred.
• Experience in ophthalmology, retina, specialty medicine, or a high-volume multisite clinical practice preferred.
• Demonstrates working knowledge of eye anatomy, disease, symptoms, and ocular medications
• Must possess strong leadership, communication, organizational, conflict-resolution, and problem-solving skills.
• Cooperates with supervisory staff, physicians, peers, external customers, and patients in a positive, energetic, and professional manner
• Effective verbal and written communication skills with patients, physicians, management, employees, Human Resources and external partners.
• Must be able to maintain confidentiality, exercise sound judgment, manage competing priorities, and hold individuals and teams accountable for established expectations.
• Knowledge of Microsoft Office (Word, Excel Outlook) along with the ability to learn and adapt quickly to new software.
• Meticulous attention to detail is required.
• Demonstrates high-level critical thinking skills
• Ability to be proactive, take initiative, and perform well in a fast-paced high-volume practice.

Confidentiality
Maintains strict confidentiality regarding protected health information (PHI) and understands and adheres to TNR’s HIPAA privacy and security policies and procedures.

Typical Physical and Working Demands
Position requires consistent physical activity, including prolonged walking, sitting, bending, stooping, and stretching. Excellent manual dexterity and hand-eye coordination are essential for operating a keyboard, telephone, photocopier, and specialized optical equipment. Requires the ability to frequently lift, carry, push, and pull heavy items, including optical devices weighing 15 pounds or more. Must possess standard hearing and near/far vision (corrected to normal range) to accurately prepare paper and MDI chart notes, communicate with patients, and generate reports.