Clinic Manager

Overview:

 

Come join our team! We have an immediate need for a Clinic Manager! If you are ready to make an impact every day, and thrive in a fast-paced environment, then a career at Forefront may be the perfect fit for you!

 

The Clinic Manager is the on-site operational and administrative leader for a clinic. This role is accountable for the operations, financial performance, patient experience, workforce management, compliance, and strategic execution of the assigned location. The Clinic Manager leads all staff at the assigned location, partnering closely with clinicians, medical leadership, and market operations leaders to drive growth, operational excellence, financial performance, and an outstanding patient experience.

 

Here are just a few things we offer:

• Access to health, dental, and vision insurance
• Health Savings Account $500 matching contribution
• Eligible for PTO and Holiday pay
• Company paid life insurance and long-term disability (full-time only)
• Access to voluntary short term disability insurance (full-time only)
• Access to additional life insurance
• Eligible for Accident and Critical Illness Insurance, Hospital Indemnity and Cancer Guardian
• 401K with employer contribution
• Employee discounts
• And much more!

Responsibilities:

1. Financial Management & Performance

• Manages P&L for the assigned clinic, including revenue optimization, expense management, and EBITDA performance; report financial results, variances, and action plans on a regular cadence.
• Develop, manage, and monitor the operating budget for the assigned clinic; analyze budget-to-actual variances, identify root causes, and implement corrective measures to achieve financial targets.
• Oversee revenue cycle performance at the clinic level, including charge capture accuracy, coding compliance, point-of-service collections, insurance verification, authorization management, and denial resolution; partner with
• Revenue Cycle leadership to optimize net collection rates.
• Perform or oversee daily verification of charge capture accuracy across all providers and service lines; identify and resolve discrepancies promptly and collaborate with Revenue Cycle on systemic improvement initiatives.
• Manage pricing for aesthetic services and retail products for the assigned clinic, ensuring current price lists are accurate, consistently applied, and aligned with organizational pricing strategy.
• Approve purchase orders within defined authority thresholds; oversee supply and inventory expenditures across assigned clinic(s) to ensure alignment with budget.
• Monitor key financial KPIs including revenue per visit, provider productivity, collections rate, and cost per visit; develop and present performance summaries.

2. Provider Scheduling, Capacity & Template Management

• Manage and continuously optimize provider scheduling templates at the assigned clinic,
  with direct accountability for fill rates, appointment lag times, capacity utilization, and each
  clinician’s achievement of their personally defined ideal schedule ranges; develop and
  execute action plans to close performance gaps.
• Monitor template performance data on a daily, weekly, and monthly basis; partner with
  central scheduling where applicable to ensure template structures maximize patient
  access while aligning to provider preferences, care model requirements, and budgeted
  hours.
• Oversee fulfillment of contracted patient care hours for all employed and contracted
  providers at the assigned clinic; identify and resolve shortfalls before they affect patient
  access or financial performance.
• Manage provider leave requests, absence coverage, and schedule adjustments to minimize
  patient access disruption; maintain continuous alignment of staffing hours to budget
  targets and patient care demand, adjusting models in response to volume trends, provider
  changes, and operational needs.
• Monitor the effective and appropriate use of scheduling template blocks, including block
  types, hold patterns, same-day availability, and recall slot structures; ensure template
  design reflects current demand patterns, payer mix, and access goals.
• Leverage scheduling technology, patient engagement platforms, and access analytics to
  optimize patient access, reduce no-show and cancellation rates, improve schedule
  density, and enhance the scheduling patient experience.
• Partner with the clinician compensation team on provider productivity reporting,
  compensation calculations, and contract-related operational requests; ensure clinic-level
  data inputs are accurate and delivered on time.

3. Clinical Operations & Patient Experience

• Maintain full operational accountability for all clinic functions at the assigned clinic,
  including patient access and intake, clinical support workflows, scheduling coordination,
  supply management, and administrative operations.
• Monitor daily, weekly, and monthly operational performance using available dashboards
  and data; identify gaps, develop action plans, and implement solutions to sustain
  efficiency, compliance, and patient satisfaction targets.
• Establish and maintain standard operating procedures at the assigned clinic; ensure
  consistent application of workflows, care standards, and protocols across all teams and
  service lines.
• Own the patient experience across assigned clinic(s), establishing and enforcing service
  standards for patient communication, access, wait times, and care environment; respond
  to patient concerns related to access, scheduling, service quality, or pricing in a timely and
  professional manner.
• Monitor patient satisfaction data and feedback; develop and execute action plans to
  address service gaps, resolve escalated patient concerns, and drive measurable
  improvement in patient experience metrics.
• Conduct regular clinic rounding, operational reviews, and team huddles to assess
  performance, patient experience, staff morale, and compliance posture across all assigned
  locations.
• Oversee quality assurance programs including implementation, auditing, and ongoing
  maintenance of policies and procedures that ensure high-quality patient care, regulatory
  compliance, and risk management.

4. People Management & Organizational Development

• Provide supervision and leadership for all assigned staff; hold all direct and indirect reports
  accountable to performance expectations and organizational standards.
• Primary duties are to provide direct supervision and leadership to an assigned team, with
  responsibility for managing the full employee lifecycle — including hiring, onboarding,
  performance management, professional development and, when necessary, separation of
  staff — in accordance with company policy and in partnership with Human Resources. May
  provide direct supervision to Supervisors, Team Leads, Leads, and/or individual
  contributors.
• Conduct regular one-on-ones with direct reports, providing direction, feedback, coaching,
  and development support; build leadership bench strength at all levels of the reporting
  structure.
• Manage and approve timekeeping, scheduling, and administrative entries for all assigned
  staff; ensure final review and approval of submissions from reporting Supervisors and Team
  Leads.
• Partner with HR on complex employee relations matters, performance improvement plans,
  leave administration, workplace investigations, compensation actions, and any matters
  requiring formal HR involvement.
• Foster a high-performance, accountable culture that supports staff engagement,
  professional growth, and a shared commitment to exceptional patient care.

 

5. Provider Relations & Medical Affairs

• Build and maintain strong, trust-based working relationships with physicians and advanced
  practice providers at the assigned clinic, ensuring alignment on operational expectations,
  patient care standards, schedule performance, and growth priorities.
• Serve as the primary operational point of contact for provider concerns and requests;
  resolve issues within scope and escalate material or clinical matters as appropriate.
• Ensure supervision designations for Advanced Practice Providers (APPs), aestheticians,
  and other staff requiring clinical oversight are clearly established, documented, and
  current; proactively identify and resolve any supervision coverage gaps in coordination with
  medical leadership.
• Partner with Regional Medical Directors and medical leadership to identify clinical
  performance opportunities, support quality improvement initiatives, and align operational
  programs with clinical goals at the assigned clinic.
• Partner with the clinician compensation team on provider productivity data, incentive
  calculations, and contract-related operational requests; support accurate and timely
  fulfillment of clinician reporting obligations.
• Support provider onboarding and clinic integration for newly recruited or acquired
  providers, coordinating with Credentialing, HR, IT, and clinical teams to ensure a smooth
  and well-supported transition.

6. Regulatory Compliance, Risk & Quality

• Maintain comprehensive knowledge of and ensure full compliance with all applicable
  federal, state, and local regulations governing ambulatory clinic and dermatology practice
  operations, including CLIA, OSHA, HIPAA, state medical board requirements, and
  applicable payer standards.
• Lead and/or own annual compliance audits, survey preparation (including CLIA surveys),
  and regulatory inspections across assigned clinic(s); develop and implement timely
  remediation plans for any identified findings.
• Ensure all staff maintain current required licensure, certifications, and credentials; oversee
  tracking, renewal coordination, and documentation in partnership with HR and
  Credentialing.
• Maintain and regularly review clinic policies and procedures to ensure currency with
  regulatory requirements, organizational standards, and best practices in ambulatory
  dermatology.
• Implement and monitor risk management plans to maintain a safe environment for
  patients, staff, and visitors; escalate safety events, near-misses, and liability concerns to
  the Director, Market Operations and Compliance promptly.
• Complete all required compliance training on time and ensure all direct and indirect
  reports do the same.

 

7. Human Resources & Workforce Management

• Develop and maintain staffing models at the assigned clinic that align labor hours to patient
  care demand, provider schedules, and budgeted FTE levels; adjust staffing plans
  proactively in response to volume trends, provider changes, or operational needs.
• Oversee and enforce attendance, punctuality, and schedule adherence standards; manage
  FMLA/LOA administration, and absence coverage planning in a manner that minimizes
  patient access disruption.
• Ensure ongoing currency of all staff licensure, certifications, and required training records;
  partner with HR and Credentialing on tracking, renewal, and documentation.
• Support development and delivery of staff training, onboarding programs, and competency
  verification processes in partnership with Team Leads and Supervisors.
• Monitor workforce metrics including turnover, vacancy rates, overtime utilization, and timeto-
  fill; develop and present workforce data and action plans to the Director, Market
  Operations.

8. Facilities, Technology & Information Systems

• Oversee facility management and space planning at the assigned clinic, including asset
  management, room utilization, equipment maintenance, and any expansion, renovation, or
  relocation activities; make recommendations for capital needs and lease considerations
  with supporting business case.
• Partner with IT on EHR/EMR and practice management systems, telecommunications, ACD
  systems, digital scheduling tools, and patient engagement platforms; lead adoption and
  change management for technology initiatives at the assigned clinic.
• Leverage scheduling technology, analytics dashboards, and operational reporting tools to
  monitor performance, identify trends, and drive data-informed decision-making at the
  assigned clinic.
• Support business continuity planning for assigned clinic(s), ensuring documented
  protocols and staff training are in place for technology failures or operational disruptions.
• Manage vendor and service relationships for facilities, clinical equipment, and support
  services; coordinate repairs and routine maintenance, and escalate capital needs within
  defined protocols.

9. Business Development & Strategic Growth

• Identify and communicate organic growth opportunities including capacity optimization,
  provider recruitment support, service line expansion, de novo development, and referral
  partnership development.
• Oversee aesthetic service line and retail business operations, including pricing strategy
  execution, loyalty program management, marketing program support, and coordination
  with the enterprise Marketing team on local campaigns and patient acquisition initiatives.
• Collaborate with Marketing and the enterprise growth team to design and support programs
  that drive patient volume, improve capacity utilization, and strengthen community
  presence for the assigned clinic.
• Represent the assigned clinic on organizational committees and cross-functional working
  groups as directed; contribute operational and market insight and advocate for site-level
  priorities.

10. Perform other duties as assigned.

Qualifications:

Required Competencies and Skills:

• Demonstrated ability to manage a full ambulatory clinic operation across financial
  performance, clinical operations, staff management, patient experience, and regulatory
  compliance.
• Financial acumen including budget management, revenue cycle fundamentals, P&L
  monitoring, charge capture oversight, and variance analysis in a healthcare setting.
• Proficiency in scheduling template management, capacity optimization, fill rate and lag
  time monitoring, and provider productivity management.
• Strong people leadership skills including hiring, performance management, coaching, and
  team development across clinical and administrative staff.
• Working knowledge of ambulatory healthcare compliance requirements including CLIA,
  OSHA, HIPAA, state licensure standards, and payer requirements.
• Strong provider relations skills; able to build trust with physicians and APPs and navigate
  clinician concerns constructively and professionally.
• Proficiency in EHR/EMR and practice management systems, Microsoft Office, scheduling
  tools, and data reporting platforms.
• Effective communication and interpersonal skills; able to engage professionally across
  frontline staff, providers, and senior leadership.
• Sound judgment, composure, and professionalism in a high-volume, fast-paced
  ambulatory clinic environment.
• Not a remote position. Must be able to travel.

 

Education & Experience:

• Bachelor’s degree in Healthcare Administration, Business Administration, or a related field
  required. Master’s degree (MHA, MBA, CMPE, or equivalent) preferred; ACMPE Fellowship
  (FACMPE) or FACHE certification preferred.
• Minimum 4+ years of clinic or medical practice management experience in an ambulatory
  healthcare setting required; experience in dermatology, medical aesthetics, or a PE-backed
  multi-site practice preferred.
• Demonstrated experience managing clinical and administrative staff across multiple roles
  and functions required.
• Experience with ambulatory revenue cycle management, scheduling template
  optimization, and P&L or budget accountability preferred.