Clinical Operations Manager

Job Description

Job Description

Description:

The Manager, Clinical Operations in Dermatology, Mohs Micrographic Surgery and Plastic Surgery oversees the clinical 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.

Clinical Support Operations Oversight

• 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.

• Continuous Improvement :

· Demonstrate continuous effort to improve clinical operations, streamline workflows, and enhance the patient experience.

• 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.

Regulatory Compliance

· Ensure all operations are compliant with state and federal regulations, including HIPAA, OSHA, and CLIA standards.

Administrative Operations, Data, Policies, and Procedures Oversight 

• Policy Development & Implementation

· Develop, review, and implement clinical policies and procedures in collaboration with the leadership team, ensuring they align with both internal standards and regulatory requirements.

• Data Analysis & Reporting  

· 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.

• Technology & EMR Management  

· 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

• Recruitment & Onboarding

· 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.

• Performance Management  

· Conduct annual performance reviews for the Patient Care team and the Research Team. Develop individual improvement plans for staff members who are underperforming.

• Training & Development

· Ensure all staff are adequately trained on EMR systems, CPR, Mohs Micrographic Surgery, Dermatologic Surgery, Lasers and Energy Based Devices, and clinical protocols. Administer regular training for new processes, equipment, and compliance updates.

• Leadership Development & Mentoring

· Identify high-potential staff members for leadership roles and provide coaching and mentorship for their professional development.

• Team Meetings & Collaboration  

· Lead regular team meetings to ensure efficient operations, address clinical concerns, and maintain open communication between staff and leadership.

• Issue Resolution

· Serve as the first point of contact for resolving any issues that may arise between staff and patients, ensuring patience 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 as well as research,      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 recommended.

· Minimum 3 years managing a large patient care team of medical assistants.

· Proficiency in Modernizing Medicine EMR. 

· Experience with Mohs, dermatology, cosmetic and laser procedures and plastic surgery.

ADA SPECIFICATIONS
(Physical demands that must be met in order to successfully complete the essential functions of the job)
• 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.
• May require periodic travel.

  EQUAL OPPORTUNITY STATEMENT:
Decisions and criteria governing the employment relationship with all employees at are made in a non-discriminatory manner, without regard to race, color, creed, religion, national origin, sex, marital status, pregnancy, disability, sexual orientation, gender identity, veteran status, age, FMLA status, or any other factor determined to be unlawful by federal, state or local statutes.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.