Supervisor, Clinical Operations

This confidential posting for clinic operations supervisor for a large and well respected medical/dermatology/aesthetics practice located in downtown Chicago that is committed to excellence in patient care. Join a team where you'll contribute meaningfully to achieving organizational and service goals. The Supervisor, Clinical Operations in Dermatology, Mohs Micrographic Surgery and Plastic Surgery oversees the clinical staff, as well as the research manager and their staff. The role will provide strategic leadership for clinic operations, ensuring quality, compliance, and efficiency in patient care. Key responsibilities include staff management, patient safety oversight, vendor relations, and strategic planning to align clinic activities with organizational goals. This role requires strong leadership skills, project management skills, and above average communication skills in support of managing a large clinical team and maintaining positive relationships with internal and external stakeholders. Clinical Operations Management Oversee the day-to-day operations of patient care and clinic activities, ensuring seamless workflow, patient satisfaction, and quality care. Oversee daily clinical and Mohs Micrographic Surgical flow to ensure efficient, timely scheduling and performance of Mohs procedures. Act as the primary liaison for Mohs patients throughout their care journey, ensuring clarity, comfort, and a seamless experience. Manage room assignments and surgical schedules for optimal patient throughput and provider efficiency. Ensure the Patient Care team maintains room readiness and inventory logs; audit monthly and distribute updated materials as needed. Medical Record Audits & Documentation Audit medical records for accuracy, ensuring compliance with clinic policies and regulatory guidelines. Ensure all provider notes are locked and signed within the required timeframes. Emergency Response Develop and implement emergency protocols for patient safety, including response procedures for medical emergencies. Regulatory & Compliance Monitoring Manage iPledge, HIPAA, and OSHA compliance programs. Manage yearly State of Illinois Laser inspection, oversee CLIA certification processes, quarterly online proficiency testing and CLIA inspections. Supply Chain and Equipment Management Oversee the ordering, maintenance, and inventory of clinic supplies, instruments, and equipment for both clinical needs and surgical operations. Ensure timely maintenance and compliance of all clinical devices, including lasers and medical equipment, such as autoclaves and surgistats. Verify all necessary items for Mohs surgical days are prepped, including LN2, surgical kits, and pathology materials. Report equipment malfunctions promptly and coordinate repairs or preventative maintenance for lab, laser, and surgical equipment. Vendor and Supplier Management Coordinate with external vendors to ensure competitive pricing and reliable service for supplies and equipment. Administrative Operations, Data, Policies, and Procedures Oversight Develop, review, and implement clinical policies and procedures in collaboration with the leadership team, ensuring they align with both internal standards and regulatory requirements. Collect and analyze clinic performance data (e.g., patient throughput, appointment times, and purchasing). Provide leadership with reports and recommendations for improvements in clinic operations. Oversee the clinic's electronic medical record (EMR) system clinic note development and updates as they occur and lead initiatives to implement new technologies and workflows to improve patient care. Staffing and Training Assist in the recruitment and onboarding of clinical and research staff, including medical assistants, patient care technicians, and other support staff. Conduct interviews, orientation, and training sessions as needed. Conduct annual performance reviews for the Patient Care team and the Research Team. Develop individual improvement plans for staff members who are underperforming. Ensure all staff are adequately trained on EMR systems, CPR, and clinical protocols. Administer regular training for new processes, equipment, and compliance updates. Identify high-potential staff members for leadership roles and provide coaching and mentorship for their professional development. Lead regular team meetings to ensure efficient operations, address clinical concerns, and maintain open communication between staff and leadership. Serve as the first point of contact for resolving any issues that may arise between staff and patients, ensuring patient care issues are resolved quickly and professionally for both sides. Scheduling Manage staff schedules, train incoming patient care team members, verify completion of 30-60-90 day trainings, perform reviews and recommend promotions. Manage staffing levels to ensure optimal patient care coverage, including coordinating PTO coverage, call-offs, and tardiness. Maintain effective clinic and surgical flow, maximize room usage and minimize patient wait times. Cross-Functional Collaboration Collaborate and partner with the Medical Director to align Mohs operations and Plastic Surgery initiatives with the clinic's overall initiatives. Support pathology and lab results tracking and coordination to ensure pathology and lab results are timely, documented, and communicated appropriately. Maintain knowledge of broader clinic operations to serve as a bridge between surgical, cosmetic, and general dermatology services. Core Skills Leadership & Team Building : Ability to lead and motivate a diverse clinical and administrative team. Foster collaboration and teamwork while driving performance and accountability. Strong Communication Skills : Excellent verbal and written communication skills, with the ability to interact professionally with staff, providers, and patients. Problem-Solving & Critical Thinking : Demonstrated ability to quickly assess situations and develop practical solutions to complex clinical and operational problems. Adaptability & Flexibility : Ability to adapt to changes in clinic operations, including workflow adjustments, new technologies, and regulatory changes. Organizational Skills : Strong ability to prioritize tasks, manage multiple responsibilities simultaneously, and maintain attention to detail in a fast-paced environment. Experience Bachelor's degree required. Minimum 3 years managing a large patient care team. Proficiency in Nextech or Modernizing Medicine EMR. Experience working in a clinical environment with Mohs, dermatology, and aesthetics.

ADA SPECIFICATIONS

Requires ability to speak audibly and listen actively. Requires ability to use computers, telephones and other office equipment. Requires ability to sit for extended periods of time. May require occasional bending and lifting up to 25 pounds. #J-18808-Ljbffr Confidential Posting