Manager, Clinical Coordinator

Job Overview

This position is responsible for the direct supervision and management of front desk assistants across multiple clinic locations. The Manager will ensure consistent application of policies and procedures, maintain a high standard of customer service, and support front desk operations to ensure efficiency and effectiveness at each site. Regular travel between clinics is expected to provide on-site leadership, address operational needs, conduct performance evaluations, and facilitate communication across all front desk teams. This role requires strong organizational and leadership skills, as well as the ability to adapt to the unique workflows and patient volumes of each location.

Responsibilities

• Provides clinical supervision, training, coaching, and mentoring to all of the clinics Patient Care Coordinators.
• Monitors and aids patient scheduling procedures for all Regional Offices
• Ensures all the clinics adheres to policies, procedures, and best practices, addressing any non-compliance issues.
• Recruit, retain and oversee onboarding of staff, including but not limited to interviewing, orienting, and ensuring competency of hired PCC.
• In collaboration with the Director of Clinical Services, address formal disciplinary action as necessary.
• Manage employees’ schedules, including PTO/Sick time, management of overtime, payroll submissions to ensure sites have adequate coverage based on patient volume and operations expectations.
• Work collaboratively with leadership to review and update clinical policies and procedures as needed.
• Oversee staffing needs, including hiring, scheduling, and performance management, to ensure adequate coverage and high-quality patient care.
• Conducting performance evaluations and providing feedback.
• Promoting a positive and collaborative work environment.
• Provide ongoing training, coaching, and professional development opportunities to enhance staff competency and engagement.
• Analyzes critical statistics and creates corrective action plans for each office in the region.
• Travel to each location for periodic check-ins to provide feedback to Patient Care Coordinators.
• Works with other Department Team Leads to solve challenges that arise between departments.
• Leads weekly training and management sessions with existing Patient Care Coordinators.
• Steps in or provide coverage solutions for front desk team members when a post is open due to vacation, illness, etc.
• Screening and scheduling of New Patient phone calls.
• Internal referral coordinating duties such as facilitating, coordinating, and following up on MRI’s and Specialist appointments that are recommended by providers in a timely manner.
• Providing case management oversight on patient care as it pertains to patient visits and retention.
• Contacting attorney offices to verify benefits and assistance with compliance.
• Developing and implementing policies and procedures to aid with efficiency.
• Manage/supervise the daily operations – scheduling/check-in/check-out/medical station processing - to be handled in the most efficient manner on day-to-day basis
• Respond promptly to patient escalations (in office/over phone) and strive to remediate with courtesy and respect to all parties involved
•  Maintain compliance with all regulatory and professional standards.
• Adhere to HIPAA regulations and other relevant guidelines.
• Ability to travel (up to 50% or as needed).
• Perform all other duties as assigned.

Minimum Requirements

• Education/Certifications
• Bachelor’s degree in management, Business, Health Care Administration, or related discipline preferred.

Experience

• Minimum of 5 years managing multiple clinics, overseeing clinical operations, and ensuring quality patient care.
• Proven experience in a clinical coordinator role, preferably within a healthcare setting, demonstrating strong organizational, communication, and leadership skills.
• A solid understanding of healthcare practices, medical terminology, and relevant regulations.
• Hands on experience with Key Performance Indicators (KPIs) with a focus on clinical efficiency, patient satisfaction, and financial performance. KPIs may change at any time per management’s discretion.
• Recording KPIs in a KPI Report to evaluate monthly, quarterly, and annually.

Knowledge Skills & Abilities

• Understanding of chiropractic techniques, patient care protocols, and treatment plans.
• Familiarity with medical terminology related to the musculoskeletal system and common conditions treated in a chiropractic clinic.
• Knowledge of administrative tasks, scheduling, billing, insurance verification, and inventory management.
• Understanding of patient rights, confidentiality, and ethical considerations in healthcare.
• Familiarity with electronic health record (EHR) systems, scheduling software, and other relevant computer programs.
• Ability to motivate, supervise, and delegate tasks to staff members, fostering a positive and productive work environment.
• Excellent written and verbal communication skills to interact effectively with patients, staff, and other healthcare professionals.
• Strong ability to prioritize tasks, manage time effectively, and maintain accurate records.
• Ability to identify and resolve issues promptly and efficiently, ensuring smooth clinic operations.
• Ability to create a positive and welcoming environment for patients, addressing their needs and concerns effectively.
• Ability to build rapport with patients and staff, fostering trust and collaboration.
• Ability to handle multiple tasks and responsibilities simultaneously, maintaining efficiency and accuracy.
• Ability to analyze data, identify trends, and make informed decisions to improve clinic performance.
• Ability to adjust to changing situations and priorities, remaining calm and efficient under pressure.
• Ability to make sound judgments and decisions, taking into account various factors and potential consequences.
• Ability to address and resolve conflicts constructively, maintaining a positive work environment.
• Ability to prioritize tasks, manage time effectively, and meet deadlines.
• Ability to pay close attention to detail, ensuring accuracy and thoroughness in all tasks.
• Ability to understand and share the feelings of patients, fostering a supportive and compassionate environment.

Core Competencies

• Strong leadership, communication, organizational, and problem-solving skills.
• Deep understanding of clinical research protocols and regulatory guidelines.
• Ability to manage teams and projects effectively.
• Motivating, guiding, and supporting a team of Patient Care Coordinators and other staff.
• Ability to successfully oversee multiple locations.
• Addressing and resolving conflicts within the team or with other stakeholders.
• Building and maintaining positive relationships with team members, patients, and other stakeholders.
• Managing multiple tasks and priorities effectively.
• Prioritizing tasks and meeting deadlines.
• Ensuring accuracy and completeness in data collection and documentation.
• Understanding and adhering to relevant regulatory guidelines.
• Collecting, organizing, and analyzing data accurately and efficiently.
• Proficiency in relevant software, such as electronic medical records (EMR) systems and data management tools.

Keywords: Front Desk Manager, office manager, front desk supervisor

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Schedule:

• Monday to Friday

Ability to Commute:

• Fort Myers, FL 33919 (Preferred)

Ability to Relocate:

• Fort Myers, FL 33919: Relocate before starting work (Preferred)

Work Location: In person

Salary : $75,000 - $85,000