Job description

Introduction

Are you an experienced clinical operations manager looking for a dynamic and growth-oriented work environment? Texas Dermatology, a rapidly growing multi-specialty clinic specializing in Dermatology, Pediatric Dermatology, Plastic Surgery, and Mohs, is seeking a Clinical Operations Manager to join our team. With 19 providers and 5 locations, Texas Dermatology is dedicated to providing medical and cosmetic dermatology services for families in San Antonio, Kenedy, New Braunfels, and other areas of Texas, as well as Med Spa treatments for men and women.

At Texas Dermatology, we believe that a positive work environment and supportive culture are the foundation of a great medical practice. Our people-focused culture and commitment to employee satisfaction foster a sense of belonging and engagement among employees. We are dedicated to the growth and development of our employees and offer professional growth opportunities, competitive pay, benefits, and perks to support their work-life balance.

If you are a motivated and detail-oriented clinical operations manager with a passion for delivering exceptional patient care, we encourage you to apply for this exciting opportunity at Texas Dermatology. Join us in our mission to provide the highest quality of medical and cosmetic dermatology services to families in Texas and be part of a team that values and supports its employees.

Job Description

The Clinical Operations Manager (COM) provides administrative leadership and management of the Medical Assistant Team. The role works closely with the medical director and providers to establish quality improvement efforts to support the delivery of patient-focused care and knowledge-based decision-making as the framework for superior care delivery. Principal responsibilities include oversight of day-to-day clinical operations, establishing and maintaining clinical standards of care, managing staff and resources, facilitating training and education, and maintaining compliance with all policies, procedures, and regulations. The COM will be highly engaged in clinical practice standardization across all Texas Dermatology locations.

The COM maintains organizational and administrative policies and procedures for the Medical Assistant Team and has knowledge of the policies and procedures of other departments supported by the Medical Assistant Team. The position requires the ability to independently plan, schedule, organize and respond appropriately on a wide variety of subjects and situations. The COM performs management and supervisory responsibilities requiring a high degree of discretion and independent judgment. Dermatology office experience preferred.

Major Duties & Responsibilities:

1. Operational Duties

a. Lead the day-to-day operation and coordination of clinical services across all locations

b. Identify opportunities to increase patient, provider, and clinical staff satisfaction

c. Develop a strong, collaborative relationship with the medical director and providers

d. Assure that patient-centered care is provided within Texas Dermatology's established standards

e. Maintain compliance with all applicable local, state, and federal regulations and guidelines, including OSHA and HIPAA, as well as internal policies and procedures

f. Assist supervisors and other managers as needed with staff relations issues

g. Serve as a second escalation point for patient issues and questions. Assist clinical staff with complex and disgruntled patient situations requiring intervention from a higher authority. Escalate complaints you are unable to resolve to the Practice Administrator or other department managers as needed

h. Lead problem-solving/decision-making for operational issues

i. Serve as ongoing liaison to the management and administrative teams

j. Participate in manager meetings to maintain a connection to all departments

k. Oversight of MIPS performance

2. Management and Development of Staff

a. Solicit feedback from providers and other department managers monthly

b. Assist in interviews and hiring decisions to maintain adequate staffing

c. Engage in ongoing performance improvement feedback and provide timely performance metrics and coaching

d. Perform 90-day and annual reviews that foster mutual goal setting and feedback on performance

e. Oversee the completion/monitoring of staff competencies

f. Investigate and administer disciplinary action where appropriate

g. Respond to employee questions/concerns with empathy

h. Conduct routine team meetings to apprise staff of changes and to address broader-based clinical issues and initiatives

i. Review and process timecards in an accurate and timely manner and maintain accurate employee attendance files

j. Develop staffing models in conjunction with departmental needs and financial constraints. Direct and evaluate workforce staffing and scheduling

k. Establish a regular travel schedule to ensure consistent on-the-ground leadership presence at all locations

l. Designate and develop Lead Medical Assistants at each location to assist in overseeing clinical operations

m. Serve as the primary point of contact for administering training to the clinical department

n. Monitor trainee progress and trainer effectiveness via regular meetings and check-ins

o. Monitor and identify focus areas for competency assessments.

p. Serve as a role model, demonstrating effective patient care, leadership, and professional behavior.

q. Participate in training/development programs as agreed upon with the administrative team

3. Development and Implementation of Guidelines, Workflows, and Policies

a. Initiate the development and revision of policies and procedures specific to clinical patient care

b. Develop, recommend, and implement guidelines and workflows for the department, focusing on continuous process improvement and waste elimination

c. Evaluate adherence to policies and established workflows. Propose methods that ensure effective execution of responsibilities

d. Monitor policy and procedure updates to identify updates that apply to the clinical setting. Apprise staff of applicable changes

e. Assist staff in the implementation of changes; monitor and analyze the impact of change

f. Maintain knowledge of workflows and policies for departments supported by the Medical Assistant Team

4. Maintenance of Quality Care

a. Analyze clinical practices and identify opportunities to increase quality, safety, effectiveness, and efficiency

b. Identify clinical indicators to measure, evaluate and improve care

c. Create and implement methodologies to improve and measure the patient experience. Ensure that patient experience, and service standards are met

d. Use reports and dashboards to monitor the daily productivity of the department and individuals. Assist with meeting operational key performance indicators and industry benchmarks

e. Ensure quality audits are regularly performed to promote quality and identify root causes of issues

f. Work collaboratively with other department managers on issues relating to clinical patient care. Represent the department in meetings and on committees relating to these issues

5. Resource Management

a. Oversee the inventory, ordering, and maintenance of clinical supplies and equipment for each location

b. Develop and monitor a system for timely, accurate clinical inventory ordering, entry, and reconciliation

c. Stay abreast of new technology in supplies and equipment and evaluate for quality or cost improvements

d. Assist with the review, design, and testing of technology system features and upgrades

e. Participate in the evaluation and acquisition of capital equipment and supplies

f. Participate as needed in new clinic development and facility planning

g. Evaluate clinic room utilization and make recommendations for improvement

Job Requirements

• Education: Bachelor's degree in nursing, Master's degree in nursing, health care management, business, or related health field preferred.
• Work Experience: 3 years of health care operations supervisory/management experience or 4 years of progressive relevant leadership experience. 5 years of progressive, relevant supervisory/management experience preferred with previous clinic/healthcare management experience.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Knowledge of HIPAA policies and procedures
• Knowledge of daily clinic operations
• Knowledge of medical billing requirements, third-party payors, and coordination of benefits preferred
• Proficiency with Microsoft Office suite (Outlook, Excel, Word)
• Ability to learn computer and application skills applicable to the role (phone systems, EHR & PM, etc.)
• Ability to interact with and work around people
• Ability to make sound judgments in demanding situations
• Ability to react to frequent changes in duties and volume of work
• Effective communication skills
• Ability to listen empathetically
• Demonstrates an aptitude and willingness to learn new responsibilities
• Excellent verbal and written communication skills
• Ability to work independently, make decisions, meet deadlines, multi-task, and solve problems, working under a· moderate to a high degree of pressure
• Ability to logically organize details
• Demonstrated performance excellence and leadership qualities in previous positions
• Comfortable accepting responsibility for medium to large-scale projects involving multiple resources and spanning many months from start to finish
• Ability to manage multiple concurrent activities

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Required)

License/Certification:

• RN license in the state of Texas? (Preferred)

Work Location: In person

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