Clinical Practice Manager

JOB SUMMARY

The Clinical Practice Manager oversees the daily operations, staffing, clinical support functions, and financial performance of clinical departments. This role ensures efficient patient flow, high-quality clinical care, regulatory compliance, and exceptional patient experience across all service lines. The Manager serves as a liaison between physicians, clinical staff, and administration to support strategic growth, operational excellence, and service line development. 

RESPONSIBILITIES

Clinical Operations

• Develop and implement strategic workflows that support organizational mission, operational goals, and patient care excellence.
• Analyze clinical workflows and patient flow trends to drive efficiency and quality improvement initiatives.
• Serve as the EMR subject matter expert within the first 90 days, ensuring staff optimize system use.
• Oversee clinic operations to ensure efficient, compassionate, patient-centered care delivery.
• Ensure compliance with OSHA, HIPAA, AAAHC, and all applicable federal, state, and local regulations.
• Foster a culture of respect and collaboration in all patient and family interactions to promote a positive patient experience.
• Oversee resolution of patient care and service concerns to ensure satisfaction and continuous improvement.
• Direct workflow implementation to meet meaningful use and quality reporting standards.
• Monitor operational metrics, identify trends and quality concerns, and implement corrective actions with follow-up monitoring.
• Collaborate with providers to develop scheduling templates that balance patient access, productivity, and satisfaction.
• Oversee incident reporting processes, ensuring follow-up and safety improvement initiatives.
• Assist administration in monitoring patient satisfaction and implementing improvements.
• Lead project planning and execution to achieve workflow and operational improvements.

Staffing & Team Leadership

• Provide on-site supervision, scheduling, and operational coverage for staff.
• Establish performance expectations and ensure accountability through data-driven evaluation and observation.
• Provide direction and support to Clinical Leads to achieve departmental goals.
• Develop employees by setting clear expectations and building high-performing teams.
• Interpret and implement organizational policies while ensuring staff adherence.
• Oversee recruitment, interviewing, and hiring of staff.
• Coach staff and implement disciplinary actions and performance improvement plans in collaboration with Human Resources.
• Conduct timely performance evaluations and recommend merit increases and promotions.
• Serve as escalation point for complex employee and provider concerns, ensuring resolutions align with organizational values.
• Partner with physician leadership to coordinate physician and APP recruitment aligned with growth goals.
• Identify and implement solutions to patient care and operational challenges to drive service excellence.

Financial Management

• Maintain full profit and loss responsibility, including revenue, expenses, and budgeting.
• Develop and monitor annual budgets aligned with departmental and organizational priorities.
• Drive initiatives that improve financial performance through cost efficiency, cost reduction, and improved charge capture.
• Oversee cosmetic and elective service line transaction systems (e.g., Square).
• Ensure accuracy of cash collections and timely bank deposits.
• Ensure equipment and facility assets are maintained and coordinate repairs or replacements.
• Partner with IT to ensure technology supports operational effectiveness.

Charge Capture & Revenue Cycle

• Provide strategic oversight of revenue cycle processes in collaboration with PFS and PAS.
• Ensure accurate charge capture, coding, and collections.
• Implement proactive processes to minimize denials and maximize reimbursement.

Business Development & Marketing

• Develop and execute strategic growth initiatives for clinical departments.
• Partner with physicians to establish and execute a shared vision for growth and innovation.
• Build and maintain relationships with managed care representatives, hospital administrators, referring providers, and community leaders.
• Oversee planning of new office locations, expansions, and service line enhancements.
• Conduct operational and financial analyses (e.g., SWOT, cost per hour, revenue per hour) to identify growth opportunities.
• Lead development of marketing strategies promoting service lines and responsible social media use.
• Oversee marketing events and community engagement initiatives that enhance visibility and patient acquisition.
• Represent the organization in community and professional activities to advance reputation and visibility.

Communication & Education

• Ensure accurate, clear, and timely communication between physicians, staff, and leadership.
• Develop and coordinate physician on-call schedules and communicate updates promptly.
• Lead departmental meetings and ensure action items are documented and completed.
• Promote continuous education and cross-training to maintain a skilled and adaptable workforce.
• Foster transparency, collaboration, and shared accountability.

Safety & Infection Control

• Maintain infection control and safety reference materials.
• Ensure adherence to OSHA regulations and infection control standards.
• Lead compliance initiatives including staff education, audits, certifications, licensing, and TB testing.
• Maintain facilities to provide a safe, comfortable, and patient-friendly environment of care.
• Oversee inventory and storage of medications, vaccines, and clinical supplies.
• Monitor inventory for expiration dates and regulatory compliance.
• Collaborate with Clinical Leads to ensure accuracy and completion of required clinical logs.

General Administrative Duties

• Serve as DEA Coordinator, overseeing controlled substance ordering, usage, disposal, and regulatory reporting.
• Provide on-site leadership during emergencies, ensuring safety and coordination with appropriate authorities.
• Act as liaison between internal teams, contractors, and facilities to maintain operational readiness and professional site appearance.
• Serve as a key resource for conflict resolution, promoting organizational cohesion and professionalism.

Other Duties

• Perform additional responsibilities as assigned by management.

CHARACTERISTICS

• Service-oriented with a strong commitment to patient and customer satisfaction.
• Exceptional attention to detail and accuracy.
• Strong relationship-building skills with physicians, staff, and external partners.
• High energy level with the ability to manage multifaceted projects while maintaining daily operational responsibilities.
• Tactful and mature in professional interactions.
• Demonstrates diplomacy, discretion, and sound judgment.
• Ability to establish credibility and earn trust across all levels of the organization.
• Resourceful, well organized, and skilled in prioritizing competing demands.
• Able to work independently and collaboratively in a wide variety of circumstances.
• Leads community outreach and relationship-building initiatives with referring practices, physicians, schools, and local leaders.

QUALIFICATIONS

• Bachelor’s degree in business, Accounting, Finance, Healthcare Administration, or a related field.
• Minimum of 3–5 years of clinical or healthcare management experience.
• Extensive knowledge of insurance requirements, including coding, ICD-10, reimbursement, third-party payers, and precertification processes.
  Experience managing complex or difficult patient/customer situations with professionalism and tact.
• Strong verbal and written communication skills.
• Demonstrated proficiency with healthcare technologies and systems, including EMRs, spreadsheets, word processing, and standard office software.
• Strong analytical skills with the ability to organize, prepare, and present comprehensive reports.
• Thorough understanding of medical office operations and workflows.
• Demonstrated ability to exercise sound judgment, discretion, and decision-making to achieve organizational objectives.

PHYSICAL REQUIREMENTS

• Stand and walk frequently throughout clinic areas.
• Sit for extended periods while performing administrative tasks.
• Lift and carry up to 25 pounds.
• Perform tasks requiring manual dexterity and visual acuity.