Clinic Site Operations Manager

At Northwest Family Clinics we take pride in our independent business model. The owners of our clinics are physicians. We work side by side with our dedicated staff to provide exceptional care to patients without the burden of heavy administrative overhead. We are independently owned and patient-focused with three clinic locations and over 100 healthcare providers, support staff and administrative professionals working as a team to deliver outstanding health care.

Job Summary
The Clinic Site Operations Manager is responsible for the day-to-day management of clinic operations, ensuring the highest standards of patient care and service. This role involves optimizing operational efficiencies, overseeing clinical and administrative functions, and collaborating with various stakeholders to achieve organizational goals. The Site Operations Manager will report directly to the Director of Operations and work closely with physician leaders and other management team members.

Duties

Operational Management:

• Oversee all clinical and administrative operations, ensuring smooth day-to-day functions.
• Monitor systems, processes, and staff performance to maintain efficiency and effectiveness.
• Develop and implement strategies to achieve clinic and organizational goals, including access, patient satisfaction, and quality of care.

Financial Oversight:

• Develop and manage operational budgets in collaboration with Director of Operations. Monitors performance against it, making adjustments as needed.
• Manage supply chain processes, including ordering, receiving, stocking, and inventory control. Approve related invoices.
• Ensure cost-effective use of resources, including staff, space, and equipment.

Team Leadership:

• Provide oversight and guidance to clinical and patient services staff, fostering teamwork and collaboration across all clinic sites.
• Facilitate staff development through training, mentoring, and continued education initiatives.
• Manage employee support activities, including hiring, onboarding, performance management, and disciplinary actions.

Quality Assurance:

• Ensure compliance with federal and state laws and regulations, including HIPAA and OSHA standards.
• Address patient complaints and conflicts promptly, maintaining a professional image of the organization.
• Solicit feedback from physicians, management, and staff to improve clinic operations and patient care.

Collaboration and Communication:

• Build and maintain positive relationships with providers and clinic staff.
• Conduct regular monthly meetings with staff to facilitate open communication and share updates.
• Participate in weekly Management Team Meetings, contributing to broader organizational objectives.

Special Projects:

• Undertake special projects as assigned, contributing to the overall success of the organization.
• Operationalize new workflow processes, clinical treatments and procedures following established approval processes.

Skills

Personal Attributes:

• Strong leadership qualities and the ability to motivate staff.
• Ability to analyze work methods, implement improvements, and solve problems effectively.
• Commitment to maintaining patient confidentiality and promoting the organization’s mission, vision, and values.

Working Conditions:

• This position may require occasional evening or weekend hours based on clinic needs.
• The role involves both desk work and interaction with staff and patients in a clinical setting.

Qualifications:

• Education: Bachelor’s degree in Healthcare Administration, Business Administration, or a related field (Master’s preferred).
• Experience: Minimum of 5 years of management experience in a healthcare setting, with a preference for independent private specialty care.

Skills:

• Proficient in Microsoft Office Suite (Word, Excel).
• Working knowledge of Intergy Practice Management and EMR systems preferred.
• Strong analytical skills and the ability to identify areas for improvement.
• Excellent communication and interpersonal skills, with a focus on teamwork and collaboration.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to Relocate:

• Plymouth, MN 55447: Relocate before starting work (Required)

Work Location: In person