Clinic Practice Manager

Job Summary

The Clinic Practice Manager oversees daily clinic operations, ensuring efficient workflows and exceptional participant experiences. This role provides guidance and oversight in key areas, including clinic workflow optimization, participant satisfaction, and overall operational effectiveness.

Essential Duties and Responsibilities

• Establish and oversee daily clinic operations, ensuring efficient workflows, regulatory compliance, and high-quality care that promotes an exceptional participant experience and satisfaction.
• Manage scheduling for in-center and outpatient specialist appointments, ensuring timeliness and minimal disruptions.
• Follow up promptly on specialist reports, diagnostic results, hospital records, and other documentation to enhance participant care.
• Optimize clinic flow by minimizing participant wait times, ensuring proper rooming and observation procedures, and maintaining readily available supplies and equipment.
• Supervise clinic staff, managing hiring, training, payroll approvals, and performance evaluations while ensuring adequate staffing to support a People First work environment.
• Maintain appropriate levels of equipment and supplies, oversee inspections, and ensure compliance with licensing and regulatory requirements.
• Monitor medications and clinic supplies for expiration, reordering as needed, and maintaining accurate records.
• Collaborate with the pharmacy vendor to establish effective medication management systems and promptly address medication errors through communication with Quality Improvement teams.
• Address participant and operational concerns with compassion and professionalism, promptly improving systems and communicating resolutions to the Medical Director and Quality Coordinator.
• Oversee all healthcare services provided to participants, ensuring alignment with primary care and nursing authorizations and accurate documentation in the EMR system.
• Develop systems to support primary care and clinic staff in delivering coordinated care, ensuring participants arrive prepared, and staff have all necessary information for visits.
• Work with the Medical Director to ensure proper staffing of the medication room and timely delivery of participant medications.
• Oversee vaccine administration tracking and ensure records are accurate and up to date.
• Track infections and related treatments, ensuring proper documentation and follow-up.
• Support the interdisciplinary team by implementing care plan interventions, addressing urgent care needs, and following up on changes in participant conditions.
• Maintain close communication and collaboration with the interdisciplinary team, attending IDT and morning meetings regularly to Be Bold in decision-making and care coordination.
• Establish and oversee reminder systems for participant appointments and procedures, coordinating schedules with the transportation department and center staff to minimize disruptions.
• Manage clinic budgets, track expenses, and ensure accurate billing processes with integrity and attention to detail.
• Lead and participate in quality improvement initiatives, monitor key performance indicators (KPIs), and address gaps to continually enhance care delivery.
• Collaborate with interdisciplinary teams to ensure seamless, participant-centered care and effective integration of services.
• Maintain a safe, welcoming, and clean clinic environment, adhering to infection control, privacy, and safety protocols.
• Resolve operational challenges and staff concerns effectively, fostering a culture of accountability and collaboration.
• Provide oversight, training, and mentorship to clinic staff, ensuring compliance with standards and promoting professional growth.
• Perform routine chart audits, address gaps with staff, and ensure completion of all required clinic logs to maintain compliance and Exceed Expectations.

Education and Experience

• Bachelor’s degree in Healthcare Administration, Business Administration, or a related healthcare field (required)
• BSN preferred
• Minimum of 3–5 years of experience in clinic management, healthcare operations, or a similar leadership role (required)
• 1 year of experience working with a frail or elderly population preferred