Clinical Operation Manager

Job Description

Job Description

Who We Are

At Health Haven and Health Synergy Clinical Research, we are building a modern and integrated model of psychiatric care that combines high-quality outpatient treatment, interventional psychiatry, and industry-sponsored pharmaceutical clinical research.

Our mission is to provide compassionate, evidence-based mental health care while helping advance the future of psychiatric treatment through ethical clinical research and innovative therapeutic approaches. With continued expansion across Florida, our organization offers physicians the opportunity to grow within a collaborative, high-performing environment focused on clinical excellence, innovation, operational efficiency, and long-term professional development.

We are committed to creating an environment where physicians can thrive clinically, professionally, and financially while working alongside an experienced multidisciplinary team dedicated to exceptional patient care.

Who You Are

You are an organized, adaptable, and solutions-focused healthcare professional who understands the pace and complexity of a psychiatric practice. You are comfortable managing competing priorities, coordinating people and resources, reviewing operational reports, and identifying opportunities for improvement. You bring strong project management skills, communicate confidently with leadership, and are willing to step into patient-facing responsibilities, including front desk support and injections, when needed.

What You’ll Do

The Clinical Operation Manager serves as a key operational resource for the psychiatric office, ensuring people, workflows, schedules, and operational resources are effectively coordinated to support high-quality patient care and efficient daily operations. This role combines healthcare operations, project management, reporting, problem solving, and hands-on clinical and administrative support. The Resource Manager works closely with leadership and team members to identify operational needs, implement solutions, monitor performance, and ensure the practice has the resources necessary to operate effectively.

• Administrative and Front Desk Support: Provide hands-on administrative and front desk support when needed, including patient check-in and check-out, scheduling, phone communication, documentation, and coordination of patient needs to maintain a positive and efficient patient experience.
• Clinical and Patient Support: Support clinical operations as needed within the scope of training, including assisting with patient flow, preparing patients for visits, and administering injections when appropriately trained and authorized to do so.
• Cross-Functional Coordination: Coordinate communication and resources across providers, clinical staff, administrative staff, and leadership to ensure priorities are clearly understood and operational needs are addressed promptly.
• Data Analysis and Reporting: Run, review, and interpret operational reports to identify trends, performance gaps, workflow issues, and opportunities for improvement, providing leadership with clear observations and actionable recommendations.
• Leadership Communication: Provide leadership with timely updates regarding operational performance, resource needs, challenges, and emerging issues while presenting practical solutions and recommendations rather than simply identifying problems.
• Operational Resource Management: Monitor staffing, schedules, supplies, workflows, and other operational resources to ensure the practice is appropriately supported and resources are being utilized efficiently.
• Performance Improvement: Identify opportunities to improve efficiency, patient experience, staff productivity, and operational consistency while helping implement and monitor sustainable solutions.
• Project Management: Coordinate and support operational projects from planning through completion, including defining priorities, establishing timelines, coordinating stakeholders, tracking progress, identifying barriers, and communicating project status to leadership.
• Process and Workflow Development: Evaluate existing processes and workflows, identify inefficiencies or gaps, and assist in developing standardized procedures that improve consistency, accountability, and operational performance.
• Staff Support and Coordination: Serve as a resource to team members by helping clarify processes, coordinating operational needs, supporting training initiatives, and escalating concerns appropriately to leadership.
• Other Duties as Assigned: Perform additional administrative, operational, clinical support, and project-related responsibilities as assigned to support the needs and goals of the organization.
  

What You’ll Bring

• Education: Associate degree or higher in healthcare administration, business administration, project management, health services, or a related field preferred.
• Healthcare Experience: 2+ years of experience in a medical office, psychiatric practice, behavioral health setting, outpatient healthcare environment, or similar healthcare operation.
• Project Management: Demonstrated understanding of project management principles, including planning, prioritization, timelines, task tracking, stakeholder coordination, and follow-through.
• Project Management Certification: CAPM, PMP, CSM, Lean Six Sigma, or another recognized project management certification is highly preferred and considered a significant advantage.
• Clinical Skills: Comfortable performing or learning patient-facing clinical responsibilities, including injections, within applicable training, licensure, certification, and organizational requirements.
• Front Office Operations: Experience with scheduling, patient communication, check-in/check-out, electronic health records, documentation, and general medical office operations.
• Reporting and Analytics: Comfortable running operational reports, reviewing data, identifying trends, and translating findings into practical recommendations.
• Problem Solving: Strong ability to identify the root cause of operational challenges and develop thoughtful, practical solutions.
• Leadership Communication: Ability to communicate clearly and professionally with leadership, provide constructive feedback, and present recommendations supported by data and observations.
• Technology: Proficiency with Microsoft Office or Google Workspace and the ability to learn and effectively use electronic health records, scheduling platforms, reporting systems, and other healthcare technology.
• Organization: Strong organizational skills with the ability to manage multiple priorities, deadlines, projects, and competing operational needs.
• Adaptability: Willingness to move between administrative, operational, and patient-facing responsibilities based on the needs of the practice.
• Professionalism: Demonstrated discretion, accountability, attention to detail, and commitment to patient privacy and confidentiality.

What We Offer

• Comprehensive Medical Plans
• Dental Insurance
• Vision Insurance
• Employer-paid Short-Term Disability
• Employer-paid Long-Term Disability
• Employer-paid Life Insurance
• Voluntary Benefits
• Employee Assistance Program (EAP)
• Paid Vacation Time
• Paid Sick Time
• Paid Federal Holidays
• Professional Development Opportunities
• Collaborative Clinical Environment
• Opportunities to Participate in a Growing Behavioral Health Organization

Equal Opportunity Employer

We are an equal opportunity employer and comply with all applicable federal, state of Florida, and local employment laws. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, marital status, veteran status, or any other status protected by law. We are committed to maintaining a workplace free from discrimination, harassment, and retaliation, and to fostering an inclusive environment where all employees are treated with fairness, dignity, and respect.

All positions requiring Florida Care Provider Background Screening through the Clearinghouse are subject to background screening requirements under House Bill 531 (2025). For more information, please visit the Care Provider Background Screening Clearinghouse Education and Awareness website at