The Clinic Operations & Access Manager

Job Summary

The Clinic Operations & Access Manager serves as the front-line ambassador and operational anchor of our nonprofit, school-based clinic dedicated to removing barriers to care by providing free medical and mental health services to youth and families.

The ideal candidate is approachable, professional, and grounded. You engage students, families, and school partners with authenticity and respect, remain calm under pressure, and help create a structured, welcoming environment where every individual feels safe and valued.

This role ensures exceptional patient and family experience while supporting efficient daily operations across both medical and behavioral health services. As the face of our clinic, you set the tone for professionalism and service excellence while upholding the highest standards of confidentiality and ethical practice in accordance with HIPAA and organizational policy. You safeguard sensitive medical and mental health information and exercise sound judgment in every interaction.

Key Responsibilities

Clinic Operations & Patient Flow

• Oversee daily front-office operations to ensure efficient and consistent clinic flow
• Coordinate and support scheduling across medical and mental health services to minimize wait times and optimize access to care
• Monitor intake processes to ensure accurate documentation and completed consent forms
• Maintain an orderly, professional clinic environment conducive to high-quality care

Patient & Family Experience

• Serve as the primary point of contact for students, families, school personnel, and visitors
• Address questions and concerns promptly with professionalism and discretion
• Foster a respectful atmosphere that reflects our mission and values

Confidentiality & Compliance

• Uphold strict adherence to HIPAA and organizational privacy policies
• Manage and respond to medical record requests in compliance with HIPAA and applicable state regulations
• Ensure secure handling, storage, and transmission of sensitive medical and mental health information
• Support audit readiness and documentation standards

Quality & Operational Support

• Identify workflow challenges and implement practical solutions
• Communicate operational updates and workflow needs to leadership
• Track operational metrics as directed
• Support onboarding related to clinic systems and procedures
• Maintain professional boundaries within a school-based setting while representing the nonprofit organization with integrity

Qualifications & Experience

• Minimum of 3 years of experience in a healthcare or clinic setting required
• Prior experience in a school-based or youth-serving environment preferred
• Familiarity with electronic health record systems required; experience with EPIC strongly preferred
• Working knowledge of HIPAA, confidentiality standards, and medical records processes
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Bilingual (English/Spanish) preferred

Personal Attributes

• Outgoing, approachable, and confident with a natural ability to build trust
• Emotionally intelligent and composed, maintaining professionalism under pressure
• Service-oriented with a positive, solution-driven mindset
• Detail-oriented with a strong sense of accountability and follow-through
• Demonstrates sound judgment, discretion, and appropriate professional boundaries
• Team-oriented and committed to fostering a culture that builds others up and brings people together

Why Join Our Team

We are a mission driven nonprofit dedicated to supporting the health and well-being of youth in our community. This position offers meaningful work in a structured school-based environment with a predictable schedule aligned to the school calendar and reduced summer hours.

This role is ideal for an experienced healthcare professional seeking purposeful work, professional stability, and the opportunity to make a lasting impact on students and families.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• Health savings account
• Paid time off
• Retirement plan

Work Location: In person