Clinic Manager

 Join Our Team at Eye Surgeons of Indiana – Indianapolis!

Are you a hands-on leader with a passion for exceptional patient care? Eye Surgeons of Indiana is looking for an experienced Clinic Manager to lead daily clinical operations at our Indianapolis location.

This is a working manager role built for someone who thrives on the floor - not behind a desk. You'll be the heartbeat of the clinic: keeping patient flow moving, supporting your technician team, collaborating with physicians, and ensuring every patient leaves feeling cared for.

If you bring ophthalmology or medical office experience, strong supervisory skills, and the kind of calm-under-pressure energy that makes a busy clinic run like clockwork - we want to hear from you.

POSITION SUMMARY

The Clinic Manager oversees daily clinical operations, with primary responsibility for clinic floor coordination, patient flow, staff support, and the overall patient experience. This is a working manager role that may require stepping in to support clinical operations, including technician coverage, patient workups, diagnostic testing, doctor support, and basic equipment troubleshooting as needed.

The Clinic Manager serves as a visible leader and central point of communication among doctors, technicians, front-desk staff, leadership, and patients. This position helps resolve workflow issues, supports staff accountability and training, and promotes high standards of patient care, efficiency, service, and compliance.

MINIMUM REQUIREMENTS

Education/Experience/Licenses/Certificates/Eligibility:

• High school diploma or equivalent required.

• Certified Ophthalmic Assistant (COA), Certified Ophthalmic Technician (COT), or equivalent ophthalmic certification is a plus but not a requirement.

• Minimum of 2 years of experience in a medical office or related healthcare setting required.

• Prior experience in a leadership, supervisory, clinic coordination, or management role required.

• Strong working knowledge of medical terminology, patient workups, diagnostic testing, and clinical equipment.

• Demonstrated ability to manage patient flow, staff priorities, and changing clinic needs in a fast-paced environment.

• Proficiency with electronic health records, scheduling systems, and computer applications.

• Knowledge of OSHA and HIPAA compliance required.

ESSENTIAL SKILLS/KNOWLEDGE/ABILITY

• Strong leadership skills with the ability to guide, support, and hold team members accountable.

• Excellent communication and interpersonal skills with patients, doctors, staff, and leadership.

• Strong organization with attention to detail and the ability to manage multiple priorities.

• Calm and professional demeanor under pressure with the ability to adapt quickly to changing circumstances.

• Sound judgment, discretion, critical thinking, and problem-solving ability.

• Empathetic and patient-centered approach to service delivery.

• Demonstrated computer literacy, including Microsoft Office, EHR, or other applicable systems.

• Flexibility to support other offices, departments, or clinic needs as assigned.

RESPONSIBILITIES

Clinic Operations and Patient Flow

Efficient Patient Flow Management:

1. Oversee daily clinic floor operations to maintain efficient, organized, and timely patient flow.

2. Monitor patient movement, wait times, room utilization, testing needs, and doctor schedules throughout the day.

3. Serve as the real-time point of contact for delays, bottlenecks, staffing concerns, room utilization issues, and schedule disruptions.

4. Coordinate with doctors, technicians, front-desk staff, and leadership to keep clinic operations running smoothly.

5. Adjust staff assignments, clinic priorities, and the sequence of testing or workups as needed to support patient care and operational efficiency.

6. Communicate schedule changes, urgent needs, patient concerns, and operational updates to the appropriate team members.

7. Support coordination of add-ons, cancellations, walk-ins, testing delays, and other schedule changes.

8. Facilitate daily huddles or pre-clinic briefings to review schedules, identify issues, and align staff priorities.

9. Track recurring workflow challenges and partner with leadership to recommend process improvements.

Patient Experience:

1. Ensure patients are welcomed, informed of wait times, and kept updated throughout their visit.

2. Identify and address patient concerns, confusion, or service delays professionally and compassionately.

3. Assist patients with wayfinding and general support to promote a positive clinic experience.

Working Manager and Ophthalmic Technician Support

Patient Workups and Clinical Support:

1. Fill in as an Ophthalmic Technician as needed to support patient care and clinic flow.

2. Perform patient workups, diagnostic testing, and documentation when staffing or clinic needs require.

3. Obtain and document patient history, including chief complaint, history of present illness, ocular and general history, medications, allergies, and other required information.

4. Perform or assist with ophthalmic testing such as visual acuity, refractions, lensometry, keratometry, tonometry, visual fields, Amsler testing, pupil exams, motility testing, OCT, IOL Master, topography, photography support, A-scan, B-scan, and other testing as appropriate.

5. Assist doctors during examinations, minor procedures, laser procedures, and other in-office clinical needs.

6. Perform duties consistent with ophthalmic scribing or writing when needed.

7. Provide backup support for technicians, including patient calls, prescription refill support, and clinical follow-up tasks as appropriate.

Personnel Management

Supervision, Coordination, and Training:

1. Supervise and support the technician team and other assigned clinic staff.

2. Monitor daily staff assignments and adjust as needed based on doctor schedules, patient volume, staff availability, and clinic priorities.

3. Assist with recruiting, onboarding, training, and development of clinical staff.

4. Support technician training protocols, skills assessments, and competency documentation.

5. Provide coaching, feedback, and performance support to promote staff growth, accountability, and clinic efficiency.

6. Organize and lead regular meetings or huddles with clinic staff as needed.

7. Participate in personnel evaluations, job description updates, and performance improvement discussions as assigned.

8. Help promote a positive, respectful, and team-oriented work environment.

Communication and Leadership:

1. Act as a liaison between doctors, technicians, the front desk, the administrative teams, and leadership.

2. Communicate clearly and professionally with staff regarding expectations, workflow priorities, schedule changes, and operational concerns.

3. Collaborate with leadership to identify staffing needs, workflow challenges, and opportunities for improvement.

4. Use critical thinking to identify patterns affecting clinic efficiency, patient flow, or staff performance and bring forward recommendations for improvement.

5. Support organizational priorities, employee engagement, and excellent customer service.

Equipment, Supplies, and Clinical Readiness

Instrument/Equipment Maintenance and Clinic Readiness:

1. Ensure exam rooms, testing areas, and clinical workspaces are clean, stocked, organized, and ready for patient care.

2. Monitor clinical equipment, perform basic troubleshooting, and identify maintenance needs.

3. Report unresolved equipment issues and coordinate repairs or preventative maintenance as assigned.

4. Assist with instrument sterility, autoclaving processes, infection control, and overall clinical readiness.

5. Monitor inventory levels and assist with ordering clinical supplies as needed.

6. Ensure exam rooms and equipment are cleaned, sanitized, stocked, and ready for patient care according to practice standards.

Administrative and Compliance Responsibilities:

1. Ensure accurate and timely documentation of patient care, staff training, clinic issues, and operational needs.

2. Track and report daily flow metrics as requested, including wait times, patient volume, room utilization, delays, and staffing issues.

3. Support quality assurance and process improvement initiatives related to patient flow, documentation, scheduling, and clinical operations.

4. Assist with time-off coordination, staff scheduling, and coverage planning as assigned.

5. Maintain knowledge of and compliance with OSHA, HIPAA, infection control, and practice policies.

6. Support implementation of clinic policies, procedures, and operational changes.

7. Perform other duties as required by leadership.

ADDITIONAL INFORMATION

Job Type: Full Time

FLSA Status: To be determined based on final compensation structure and HR review

Physical Requirements: Must be able to sit, stand, and walk for extended periods throughout the clinic. Must be able to read data from and enter data into the computer. Must be able to write and communicate clearly by phone and in person. Must be able to bend, assist with moving medical equipment, and lift up to 30 pounds as needed.

Supervises: Ophthalmic Technicians and other assigned clinic staff

Reports to: Director of Operations, Operations Manager, or other designated leadership

ELIGIBILITY

All employees must be able to provide proof of their identity and their right to work in the United States.

All internal candidates must be in good standing.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

Eye Surgeons of Indiana provides equal employment opportunities to all employees and applicants for employment.

This policy applies to all terms and conditions of employment.