Clinical Operations Manager

Job Summary

The Assistant Manager of Clinic Operations at Innovative Medical Solutions supports the day-to-day management of two outpatient clinic locations — Century City and Panorama City. Reporting directly to the Clinic Manager, COO, and CEO, this role is the operational backbone of the front office and clinical support functions, ensuring that staff, patients, and providers experience a well-organized, efficient, and welcoming environment at both sites.

Title: Assistant Manager — Clinic Operations

Classification: Non-Exempt, Salary

Reports To: Clinic Manager / COO / CEO

Department: Clinic Operations

Primary Locations: Century City, CA and Panorama City, CA

Travel: Regular travel between Century City and Panorama City locations required

Schedule: Full-time, Monday–Friday; hours may vary based on clinic needs; occasional early or extended shifts

Duties

1. Daily Clinic Operations

● Support the Clinic Manager in overseeing the daily operational flow of both the Century City and Panorama City clinic locations, ensuring consistent protocols, workflows, and service standards at each site.

● Serve as the on-site operational lead in the absence of the Clinic Manager — open and close the clinic, manage the daily schedule, and resolve issues as they arise throughout the day.

● Monitor patient flow from check-in through checkout — identify bottlenecks, reduce wait times, and ensure patients move through the clinic efficiently and respectfully.

● Oversee front desk operations including patient check-in and checkout, appointment scheduling, insurance verification, co-pay collection, and referral processing.

● Ensure the clinic environment is clean, organized, well-stocked, and compliant with infection control and safety standards at all times.

● Manage clinic supply inventory — monitor par levels, submit supply orders, track deliveries, and coordinate with vendors to ensure uninterrupted availability of clinical and administrative supplies.

● Coordinate the daily provider and staff schedule — communicate schedule changes, manage last-minute coverage gaps, and ensure each provider has the rooms, staff support, and supplies needed for their schedule.

● Oversee renter provider scheduling and room allocation at both sites — confirm room availability, communicate daily schedules to renter providers, and ensure their administrative needs are met.

2. Staff Supervision & Development

● Provide day-to-day supervision and direction to front office and clinical support staff (medical assistants, front desk coordinators, referral coordinators) at both locations.

● Assist with the recruitment, interviewing, onboarding, and orientation of new clinic staff — coordinate training schedules, assign preceptors, and ensure new employees are fully prepared for their roles.

● Monitor staff attendance, punctuality, and performance — document concerns, provide real-time feedback and coaching, and escalate performance issues to the Clinic Manager as appropriate.

● Foster a positive, team-oriented work environment — model professional behavior, address interpersonal conflicts promptly and constructively, and promote open communication across both clinic sites.

● Coordinate cross-site staff coverage — arrange temporary reassignments between Century City and Panorama City when staffing gaps arise, ensuring neither site is under-resourced.

● Support the Clinic Manager in conducting performance evaluations; contribute observations, documented examples, and feedback for each direct report under supervision.

● Identify and communicate training needs to the Clinic Manager; assist in delivering or coordinating staff training on EMR systems, patient communication, billing workflows, and clinic protocols.

3. Patient Experience & Service Quality

● Champion a patient-first culture at both clinic locations — set the expectation that every patient interaction reflects professionalism, empathy, and respect.

● Serve as the first point of escalation for patient complaints, concerns, and service recovery situations — listen actively, de-escalate when needed, resolve issues at the lowest level possible, and document outcomes.

● Monitor patient satisfaction feedback and share observations with the Clinic Manager; identify recurring themes and recommend process improvements.

● Ensure patients are contacted for appointment reminders, follow-up scheduling, lab result communication, and outstanding referral coordination in a timely manner.

● Oversee the patient check-in and registration process to ensure accuracy of demographic information, insurance data, and consent forms — reduce errors that affect billing and compliance.

● Coordinate with providers and clinical staff to minimize patient wait times and communicate delays proactively and courteously.

4. Billing, Revenue Cycle & Financial Support

● Support accurate charge capture at both clinic locations — ensure providers and clinical staff are following charge entry workflows and that encounters are documented and submitted without delay.

● Assist with co-pay and self-pay collection at the point of service — ensure staff are trained on collection protocols and that balances are captured at checkout.

● Monitor outstanding accounts and coordinate with the billing department on patient account inquiries, payment plans, and follow-up on unpaid balances.

● Flag billing discrepancies, charge entry errors, or documentation gaps to the Clinic Manager and billing team; assist in resolving pre-billing issues before claims submission.

● Track key operational metrics — daily visit counts, no-show rates, cancellation rates, wait times, and co-pay collection — and report to the Clinic Manager regularly.

5. Compliance, HIPAA & Regulatory Support

● Ensure that all clinic operations at both sites comply with HIPAA Privacy and Security Rules — maintain patient confidentiality, oversee proper handling of PHI, and address any observed privacy breaches immediately.

● Support OSHA compliance — ensure staff are trained on bloodborne pathogen standards, PPE use, sharps disposal, and workplace safety protocols; maintain training logs.

● Assist in preparing both clinic locations for accreditation surveys, payer audits, or regulatory inspections — maintain documentation readiness and brief staff on expectations.

● Ensure clinical and administrative policies and procedures are consistently followed at both sites; flag policy deviations to the Clinic Manager for corrective action.

● Support HR with organized and current personnel files, training logs, incident reports, and operational records in compliance with California employment and healthcare regulations.

6. Multi-Site Coordination — Century City & Panorama City

● Serve as the operational liaison between the Century City and Panorama City locations — ensure consistent standards, shared protocols, and open communication across both sites.

● Travel regularly between both locations as scheduled or as operational needs require; maintain an active presence at each site to build relationships with staff, providers, and patients.

● Identify site-specific operational differences and communicate recommendations for standardization or site-specific accommodations to the Clinic Manager.

● Coordinate logistics for any shared resources, supply transfers, staff coverage swaps, or equipment maintenance that spans both locations.

● Assist in the planning and execution of clinic expansion, relocation, or new service line launches as directed by leadership — including the planned expansion of the Panorama City location.

Working Conditions

● Full-time, non-exempt salary position. Standard clinic hours Monday–Friday; hours may vary based on clinic schedule and operational needs including weekends.

● Regular travel between Century City and Panorama City locations is expected; a valid California driver's license and reliable personal transportation are required.

● Mileage reimbursement provided for inter-site travel per organizational policy.

● Active, on-your-feet role — prolonged standing, walking, and interaction with patients and staff throughout the clinic day.

● Occasional lifting of supplies and office materials (up to 50 lbs).

● Fast-paced, dynamic clinic environment requiring strong multitasking, composure under pressure, and adaptability to daily schedule changes.

Pay: $120,000.00 - $170,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person