Clinic Manager

Overview:

Adult & Pediatric Dermatology is Hiring - Full Time Clinic Manager !! 

 

Travel and oversight of Chelsea - Brighton - Ypsilanti clinics - weekly travel between as needed 

 

 

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 Manager Clinic 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.

Responsibilities:

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.

 

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.

 

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.

 

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.

 

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.

 

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.

 

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 time-to-fill; develop and present workforce data and action plans to the Director, Market Operations.

 

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.

 

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.

 

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.