Clinic Assistant Manager I

Employer Paid Benefits for You & Your Family!! Medical, Dental & Vision.

Definition of Position:
The Assistant Manager supports the Clinic Practice Manager in day-to-day operations, projects, data analysis and reporting, and administrative oversight of assigned departments/specialties. Reporting to the Practice Manager and partnering with clinic leadership, providers, and supervisors, the Assistant Manager coordinates daily operations, leads projects and department transitions, supports quality improvement, monitors operational performance, and assists with implementing strategic priorities. Direct reporting relationships to this role will be determined based on clinic structure and organizational need.

In the Practice Manager's absence, the Assistant Manager provides leadership coverage as a resource to clinic staff and serves as the point of escalation for urgent operational issues. The role supports a collaborative team culture, regulatory compliance, and patient-centered care across departments.

Clinic Operations & Administration

• Assist the Clinic Practice Manager in overseeing daily clinic operations to promote efficient workflows and high-quality patient care.
• Monitor daily staffing levels and assist with scheduling adjustments to maintain clinic operations.
• Support implementation of workflow improvements that increase patient access, provider productivity, and operational efficiency.
• Assist with regulatory compliance including OSHA, HIPAA, Medicare/Medicaid, RHC, PCPCH, and organizational policies.
• Coordinate clinic maintenance requests, equipment issues, and supply management.
• Serve as an EPIC super user to assist staff with workflow optimization, troubleshooting, and reporting.

Provider Support

• Support provider onboarding by coordinating key milestones and checkpoints across credentialing, clinic preparation, and IT/EHR setup, and helping ensure readiness for the provider's first week.
• Monitor provider schedules and assist with optimizing template utilization and patient access.
• Assist providers with operational concerns and coordinate solutions with the Practice Manager; in the Practice Manager’s absence, serve as the point of escalation for immediate provider issues requiring urgent resolution.
• Monitor productivity metrics, in-basket management, documentation timeliness, and schedule utilization.

Staff Leadership & Supervision

• May provide direct or functional oversight of designated roles as determined by clinic structure and organizational need.
• For any staff who report to this role, assist with interviewing, onboarding, training, coaching, and performance management.
• For any direct reports, participate in employee evaluations and corrective action processes in collaboration with the Practice Manager.
• Conduct staff huddles and meetings as delegated.
• Promote teamwork, accountability, communication, and excellent customer service.
• Support cross-training initiatives to improve staffing flexibility.

Financial & Administrative Support

• Assist with monitoring clinic productivity, revenue, and operational metrics.
• Support front office processes including registration accuracy, insurance verification, and point-of-service collections.
• Review operational reports and assist with identifying opportunities to improve financial performance.
• Assist with supply ordering and inventory management.

Projects & Transitions

• Lead or support assigned projects, such as facility moves, new clinic builds, improvement initiatives and space/equipment transitions.
• Coordinate timelines, logistics, and cross-departmental communication (IT, Facilities, HR) for clinic transitions and expansions.
• Track project milestones and communicate status updates to the Practice Manager and affected staff.
• Support the development and launch of new service lines, including coordinating workflow design, staffing needs, space/equipment planning, and timelines with the Practice Manager and relevant departments.

Data Analysis & Reporting

• Compile and analyze operational, financial, and quality metrics to support clinic decision-making.
• Prepare reports and dashboards for the Practice Manager and clinic leadership, identifying trends and opportunities for improvement.
• Maintain data tracking tools to support ongoing performance monitoring across the clinic.

Quality Improvement & Reporting

• Assist with quality improvement projects and operational initiatives.
• Monitor key performance indicators such as patient access, referral management, quality measures, patient satisfaction, and productivity.
• Utilize EPIC reporting tools to support operational decision-making.
• Assist with tracking compliance initiatives, referrals, screenings, and follow-up processes.

Patient Experience

• Assist in responding to patient concerns, complaints, and service recovery opportunities.
• Promote AIDET and ICARE standards throughout the clinic.
• Lead and participate in initiatives that enhance the overall patient experience, including quality of care, satisfaction, and engagement.

Compliance & Education

• Assist with ensuring staff complete required education and compliance requirements.
• Support implementation of organizational policies and regulatory changes.
• Help maintain readiness for regulatory surveys and audits.

Leadership Support

• Provide leadership coverage during the absence of the Clinic Practice Manager.
• Assist with implementation of organizational initiatives and strategic goals.
• Participate on committees and interdisciplinary workgroups as assigned.
• Support special projects and operational improvements.
• Perform other duties as assigned.

Additionally

• The employee supports the hospital mission, vision, values, policies, and procedures.
• Participates in required education for DNV programs as applicable to position (reference program education curriculum).
• Performs other related duties as assigned.

Education             

Required: High school diploma or equilvalent

Preferred: NA      

Licenses/ certifications/ registrations

Required: NA

Preferred: NA

Experience

Required:

• • Minimum of three years of progressively responsible experience in an ambulatory, outpatient, or physician practice setting.
  • Previous supervisory, lead, or charge experience.
  • Experience coordinating clinic workflows and supporting operational improvement initiatives.

Preferred:

• • Previous experience as a clinic supervisor or assistant manager.
  • EPIC experience.
  • Experience with quality improvement and healthcare performance metrics.

Other:

Skills & Knowledge

• • Working knowledge of ambulatory clinic operations.
  • Knowledge of healthcare regulatory standards and compliance requirements.
  • Strong organizational and time management skills.
  • Ability to analyze operational data and recommend workflow improvements.
  • Proficiency with Microsoft Office and EPIC.
  • Excellent communication, coaching, and conflict resolution skills.
  • Ability to lead teams in a fast-paced healthcare environment.
  • Strong customer service and patient-centered communication skills.

Personal Traits & Aptitudes

• • Demonstrates professionalism and integrity.
  • Positive, approachable leadership style.
  • Strong problem-solving and critical-thinking abilities.
  • Ability to prioritize multiple responsibilities.
  • Adaptable and resilient in changing environments.
  • Committed to collaboration and continuous improvement.
  • Promotes a culture of accountability, teamwork, and respect.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer. Occasional walking, standing, bending, or lifting light office items (up to 25 pounds). Visual acuity to view computer screens and read detailed financial documents. Ability to communicate effectively in person, by phone, and electronically. May be required to move throughout the healthcare facility, including administrative and clinical areas.

Working Conditions:

This position operates in a professional office setting within a healthcare facility. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The office environment is climate-controlled, well-lit, and ergonomically designed for extended computer work. While this role is primarily office-based and does not involve direct patient care, the employee may occasionally be present in clinical areas or interact with staff working in clinical environments. As such, there is a potential for exposure to infectious diseases. The organization provides appropriate training and personal protective equipment (PPE) as needed to ensure safety.