Job Description

Summary:

The Clinical Operations Manager is responsible for overseeing and managing all clinical operations across Genesis Orthopedics & Sports Medicine clinical locations. This role ensures the efficient delivery of patient care, effective staff management, and the maintenance of a safe and welcoming clinical environment. The manager will also play a key role in training, process improvement, and interdepartmental coordination, as well as the management of the Gap Year Internship Program.

Essential Duties and Responsibilities:

Clinical Operations Management:

• Manage all clinical operations across Genesis Orthopedics & Sports Medicine clinical locations.
• Develop, implement, and manage Standard Operating Procedures (SOPs).
• Evaluate and report on EPIC notes and ensure adherence to EPIC protocols for note writing.
• Provide EPIC training to clinical support staff.
• Oversee patient care and support, including patient issue resolution.
• Ensure clinic leads are effectively managing their respective locations based on outlined roles and responsibilities.
• Supervise and coordinate clinical staff, including Medical Assistants, XR Techs, and MRI Techs.
• Assist providers with template changes to optimize appointment scheduling and patient access.
• Oversee medical equipment maintenance and updates, including Medical Supplies, Reusable tools, XR Machines, MRI machines, and US Machines.

Staff Scheduling and Coverage:

• Coordinate staff schedules to maintain adequate clinic coverage and optimize patient flow.
• Manage weekly staffing emails.
• Manage daily staffing adjustments for callouts and staffing thresholds.

Facility Management:

• Oversee the cleanliness and maintenance of clinical facilities to provide a safe and welcoming environment.
• Set clinical workflow and organization.
• Establish and track End of Day (EOD) tasks for maintaining facilities.
• Outline and review signage and posted documents in the waiting room.

Staff Leadership and Supervision:

• Lead, mentor, and supervise clinical staff, including Medical Assistants, XR Techs, and MRI Techs, fostering a culture of GOS (Genesis Orthopedics & Sports Medicine).
• Conduct 6-month and annual reviews.
• Manage Performance Improvement Plans (PIPs) and write-ups.
• Conduct individual staff check-in meetings.

Hiring and Onboarding:

• Manage the hiring of new clinical staff, including conducting interviews for MA, front desk staff, XR Tech, MRI Tech, and other support staff.
• Lead the Intern Hiring Process for the program.
• Utilize Workable as employee hiring management software.
• Coordinate and oversee training programs for new hires to ensure competency and alignment with clinic protocols.
• Create onboarding schedules.
• Write onboarding training modules.
• Train new clinical staff.

Performance Management:

• Manage work schedules, approve time-off requests, and monitor staff performance, providing constructive feedback and support.
• Approve ADP time-off requests.
• Approve ADP timecards.

Clinical Protocol Management:

• Manage and update clinical protocols, including but not limited to:
• Beginning of Day (BOD) and End of Day (EOD) protocols
• Clinical inbox management
• Work notes request processing
• Daily DME sheets protocol
• DME check-in and dispensement procedures
• Custom orthotics ordering process

Inventory Management:

• Monitor and maintain inventory of orthopedic supplies and durable medical equipment (DME) for availability and cost-effectiveness.
• Oversee Orthoforum onboarding, contract reviews, and account management for BREG and McKesson.
• Manage purchasing and inventory of DME, medical supplies, Visco injectables, and PRP kits.
• Conduct quarterly DME inventory and generate reconciliation reports.
• Facilitate the transition of BREG to mobile with iPads and attend the BREG DME Conference.
• Participate in the BREG Impact Business Review and manage Amazon ordering.

Auxiliary Tasks:

• Manage Social Climb Reviews.
• Address and resolve patient complaints and issues promptly, ensuring patient satisfaction.
• Collaborate with executive leadership to develop and execute strategies for practice growth, focusing on serving diverse and underserved populations.

Interdepartmental Coordination:

• Coordinate billing codes correction and updates in Medical Charts.
• Review All Charts Review Reports for missed billing and documentation.
• Manage Managed Care Organization contract compliance reports.
• Coordinate schedules with the MF department.

New Clinic Opening/Closure:

• Manage new clinic openings.
• Participate in weekly new clinics team calls (Fridays).
• Tasks as outlined in New Clinic Tracker in Notion.
• Manage clinic closures, including redistribution of inventory and supplies, destruction of PHI (XR, Charts, etc.), and disposal of waste and tidying of space.

Gap Year Internship Program:

• Program Structure Creator: Establish program goals linking academic and practical healthcare experience, creating a month-by-month calendar for onboarding, training, rotations, and quality improvement projects.
• Content Developer: Create syllabus content and resources to support intern learning and problem-solving, utilizing Notion.
• Workflow Integrator: Align intern training with Genesis Orthopedics' workflows, exposing interns to various operational roles.
• Resource Management: Oversee integration of operational platforms to streamline processes and maintain the intern training checklist in line with clinic operations.
• Evaluation Leader: Implement evaluations at 3, 6, and 12 months for continuous performance improvement and professional development planning.
• Mentorship Facilitator: Design a peer support system and coach supervisors on mentoring and evaluating interns.
• Cultural Champion: Embed Genesis’ core values into the program to foster a culture of accountability and professional excellence.
• QI Project Mentor: Guide interns through quality improvement projects, ensuring alignment with organizational goals.
• Point of Contact: Serve as the liaison between interns and leadership, hosting weekly meetings to address inquiries and facilitate discussions.
• Communications Leader: Maintain the digital workspace to ensure updated documentation and support cross-departmental alignment.

Requirements

Qualifications:

• Bachelor's degree in healthcare administration, business administration, or a related field preferred.
• Minimum of 3 years of experience in a clinical setting, with at least 1+ years in a supervisory or management role.
• Experience in orthopedics or sports medicine is a plus.

Skills:

• Strong leadership and team management skills.
• Excellent organizational and time management skills.
• Proficiency managing medication, medical, and office supplies inventory and management
• Proficiency in EMR systems (preferably EPIC) and other relevant software (e.g., ADP, Microsoft Office Suite, Notion, Brivo).
• Knowledge of clinical operations, workflows, and protocols.
• Ability to develop and implement SOPs.
• Strong communication and interpersonal skills.
• Problem-solving and conflict resolution skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Physical Demands:

Will regularly include lifting 25-50 pounds and carrying 100+ feet

Working Conditions:

• This role is in-person and the responsibility of the incumbent to be present in various clinic locations across the Chicagoland area 4 or more days per week.
• The role includes regular exposure to infectious illnesses in a patient environment with exposure to other blood and bodily fluids
• This job will primarily include meetings and duties between the hours of 8a and 5p with needs arising out of standard business hours

Benefits

Benefits:

• A mission-driven, collaborative environment focused on ethical innovation in healthcare. 

• Opportunities to make a tangible impact on the lives of staff and patients alike. 

• Competitive compensation and benefits aligned with our values of equity and sustainability. 

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