Clinic Operations Lead - Pain Clinic (Full Time)

Overview

Serves as a frontline operational leader, partnering with clinic leadership to oversee the daily management of the patient care team and the delivery of quality, cost-effective care. Balances operational responsibilities with regular direct patient care, modeling best practices, supporting workflow efficiency, and fostering a high‑performing, patient‑centered team.

Responsibilities

• Perform front office/business office duties including registering patients and managing patient schedules
• Answer telephone calls in a clear, calm, and professional manner; screen calls by urgency and route promptly, accurately, and professionally to the appropriate party
• Make, cancel, and reschedule patient appointments, maintaining appointment schedules according to office procedure
• Gather, verify, and enter demographic and insurance information for new and established patients necessary for completion of electronic health records and insurance claim processing
• Assist with proactive charge capture along with billing accuracy for providers and patients
• Collect payments, issue receipts, and reconcile daily receivable activity to prepare for daily deposits
• Open and/or close the clinic in alignment with established clinic guidelines
• Work independently and be responsible for timely completion of assigned functions
• Be aware of what is happening in the clinic/department and the organization by attending meetings, reading emails, and regularly checking information on the organization’s intranet site
• Perform job duties of the clinic position in direct patient care (Experience Specialist, Certified Medical Assistant, LPN, RN) to support coverage and continuity of care
• Support providers and care teams by adapting to patient care needs and clinic workflows as operational demands require
• Coordinate clinic operations, establishment of work schedules, review of staffing needs, and the supervision and training of staff in good patient relations and office policies and procedures as directed by clinic leadership
• Establish effective mechanisms of communication with clinic staff, providers, patients, and clinic leadership to foster an environment of openness, trust, teamwork, and staff development
• Assist clinic leadership with interviewing and hiring, including completing employment forms in an accurate and timely manner and coordinating orientation and training programs for new staff members
• Assist clinic leadership with evaluating the performance and training needs of the clinic staff
• Assist clinic leadership with day‑to‑day financial operations of the clinic such as ordering supplies, preparing invoices for payment, and ensuring patient payments are posted and deposited appropriately
• Timely and accurate preparation and submission of biweekly payroll reports
• Establish a mechanism to track physicians, providers, and staff completion of mandatory licensure and training requirements
• Schedule and complete follow‑up for monthly staff meetings
• Monitor environmental conditions in order to secure protected health information
• Demonstrate initiative to improve quality and customer service by striving to exceed customer expectations
• Balance team and individual responsibilities; be open and objective to others’ views; give and welcome feedback; contribute to positive team goals; and put the success of the team above own interests
• Perform other duties as requested by clinic leadership to facilitate the smooth and effective operations of the office

Qualifications

• Associate's Degree
• Experience working in a clinical setting.
• Communication and Service Orientation: Strong verbal and written communication; reads, writes, comprehends, and speaks fluent English. Demonstrates strong interpersonal skills, customer/patient focus, and multicultural sensitivity.
• Leadership and Supervision: Strong supervisory and leadership skills, with ability to plan, organize, and delegate to support clinic operations.
• Critical Thinking and Judgment: Ability to take initiative and exercise independent judgment in decision‑making and problem‑solving; demonstrates critical thinking.
• Personnel Administration and Patient Relations: Knowledge of personnel administration and patient relation principles.
• Policy and Procedure Application: Ability to understand and apply guidelines, policies, and procedures.
• Technology and Equipment Proficiency