Clinic Operations Manager

The Clinic Operations Manager is responsible for overseeing the daily operations of the clinic, ensuring efficient service delivery, excellent patient experience, and smooth coordination between clinical, administrative, and support teams. The role requires strong leadership, operational planning, and organizational skills to maintain high standards of service and compliance.

1. Daily Clinic Operations

• Ensure the clinic opens, runs, and closes smoothly every day
• Oversee reception, admin flow, scheduling, and client experience
• Make sure appointments run on time and rooms/resources are available
• Handle operational issues before they escalate

2. Front Desk & Admin Team Management

• Supervise receptionists, coordinators, and admin staff
• Train staff on scripts, policies, systems, and professionalism
• Review errors (emails, bookings, billing mistakes) and correct patterns
• Set expectations and hold staff accountable

3. Scheduling & Capacity Management

• Optimize therapist schedules and room usage
• Reduce gaps, no-shows, and inefficiencies
• Balance client demand with clinician availability
• Coordinate leave, coverage, and substitutions

4. Billing, Payments & Insurance Oversight

• Ensure correct invoicing, payments, and receipts
• Monitor cancellations, late fees, and policy enforcement
• Oversee insurance documentation and reimbursement workflows
• Flag revenue leakage or recurring billing issues

5. Client Experience & Complaints

• Act as first escalation point for unhappy clients
• Resolve complaints professionally and calmly
• Ensure policies are enforced without damaging relationships
• Improve processes based on recurring feedback

6. Policies, SOPs & Compliance

• Ensure staff follow clinic policies and procedures
• Keep SOPs updated and actually used
• Support compliance with licensing, data privacy, and clinic regulations
• Prepare for inspections, audits, or internal reviews

7. Systems & Tools

• Own clinic systems (booking software, CRM, email templates, forms)
• Improve workflows to reduce admin load and errors
• Identify inefficiencies and propose better systems or automations
• Ensure staff are using tools correctly (not “their own way”)

8. Reporting & Performance Tracking

• Track KPIs: attendance, cancellations, revenue, capacity, response times
• Provide regular operational reports to leadership
• Flag risks early (staffing, burnout, client drop-off)

9. Coordination With Leadership

• Act as the bridge between leadership and admin staff
• Translate strategy into day-to-day execution
• Escalate issues that need leadership decisions
• Implement changes quickly and consistently

Job Type: Full-time