Clinical Operations Manager / Dallas

Job Purpose

This position will be located in the Dallas office and report directly to the Chief Operations Director.  The Clinical Operations Manager is responsible for the direct supervision of the clinical and reception staff which includes, but not limited to the following: Monitor daily clinic flow, which includes accessing training opportunities for technicians; Ensure doctor teams are staffed appropriately throughout the day;  Collaborate with Chief Operations Officer and other Clinical Managers, implementing processes to improve productivity and efficiency;  Oversee internal medical compliance through auditing and quality assurance (QA); Assist providers of practice with examination, testing, treatment and administrative duties.

Texas Retina Associates is Texas’ largest, most experienced ophthalmology practice focused specifically on the diagnosis, medical and surgical management of diseases of the retina and vitreous.  Our fellowshipped and specialty trained physicians care for the most complicated retina conditions such as ocular cancer and uveitis.  This physician owned medical group provides services at 15 locations throughout the DFW metroplex, Waco, Wichita Falls and Lubbock.

Essential Duties

Responsible for training and evaluating clinical staff to improve skills and knowledge.

Foster a team environment, encourage and exemplify professionalism, and excellence in customer service.

Provide continuous communication and feedback to the staff to inspire cohesive and challenging work.

Assist in the recruitment, hiring, coaching, and discipline of clinical staff.

Serve as the "go-to" person in the event of a patient or physician complaint. Handle the situation or request assistance from the Chief Operations Officer or Chief Executive Officer if the situation escalates.

Responsible for improving the practice's efficiency and productivity by working closely with Chief Operations Officer, members of management team, Doctors, and CEO to ensure consistency in procedures and practices along with providing input for resolving operational issues in a timely manner.

Coordinate technician schedules to ensure there is adequate clinical staff for providers to handle patient load while adhering to the office procedure of scheduling leave and PTO.

Understand the workflow of the clinic in each designated department and work in the capacity of a role when staffing shortages occur.

Collaborate with Chief Operations Officer and other Clinical Managers to organize and conduct quarterly meetings for clinical staff.

Remain up to date on medical coding, create policies and protocols to address changes and disseminate new information to physicians and staff.

Create, update and communicate clinical policies and procedures and ensures staff adhere to policies.

Coordinate staff Continuing Education (CEU's) leading to higher levels of certification and growth both professionally and clinically.

Monitor and correct unnecessary overtime and work with Chief Operations Officer and other Clinical Managers to control overtime usage

Organize clinical rotations for community colleges or schools that have or are developing programs to train ophthalmic students when possible.  Always be mindful of training abilities and scheduling limitations of current full-time staff.

Ensure compliance with all state and federal regulations related to clinical operations, including OSHA and HIPAA.

Serve as a liaison between the practice and community health organizations.

Complete employee performance reviews on time.

Initiate and/or participate in special projects as may be needed.

Trouble shoot malfunctioning equipment issues and communicate with Chief Operations Officer when needed. 

Contribute to maintaining a clean and sterile environment to include cleaning and care of ophthalmic instruments.

Oversee drug inventory and ordering of clinical supplies for Waco office.

Available to open and close clinic when needed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill and /or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Education and Experience

High School Diploma or equivalent required.

Three (3) years or more of management experience is strongly preferred.  

Ophthalmic practice experience required.  

JCAHPO Certified, Certification Ophthalmic Assistant (COA) or Certified Retinal Angiographer (CRA) or equivalent preferred.

Experience with NextGen and Patient Management preferred.

Skills and Specifications

Excellent interpersonal skills, including the ability to interact effectively and professionally with individuals at all levels; both internal and external.

Exercise sound judgement in responding to inquiries; understand when to route inquiries to next level.

Self-motivated with strong organizational skills and superior attention to detail.

Must be able to manage multiple tasks/projects simultaneously within inflexible time frames.  Ability to adapt to frequent priority changes.

Proven ability to lead and develop a team and drive performance improvement, demonstrated by progressive increases in management responsibility.

Excellent level of customer service and friendly demeanor

Team player that develops strong collaborative working relationships with internal partners.  Can effectively engage others.  Has the ability to build consensus among cross-functional teams.

Strong problem solving and negotiation skills.

Ability to work in a dynamic, fast paced environment

Meticulous attention to detail.

Strong ability to listen, answer all questions as simply as possible and take action when needed to resolve issues.

Excellent computer skills

Complete all other duties as assigned.

Physical Requirements

Sedentary with prolonged sitting and working at computer. 

Prolonged periods of standing, walking and bending. 

Must be able to lift up to 30 lbs. maximum and occasionally lifting and/or carrying such articles as reports, files and small items.