Clinical Practice Manager

Description

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.

Requirements

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.