Clinic Operations Manager

Overview: The Clinical Operations Manager owns and drives the daily clinical operations of a well-establish ophthalmology practice, supporting the clinical staff, including ophthalmic assistants, clinical trials, optometrists, front and back office, in both the Lakewood and Los Alamitos locations. As the Clinical Operational Manager, you will take a hands-on approach, working closely with staff to ensure workflows are being followed and issues are addressed in real time. You understand the entire working components of running a clinical with operational efficiency.

Who We Are:

Experience Excellence in Eye Care Since 1964

SoCal Eye is one of the nation’s oldest and most trusted ophthalmology practices, proudly serving Long Beach, Los Alamitos, and Southern California for over 60 years, and beyond. Our practice grew from Lakewood Eye Physicians and Los Alamitos Eye Physicians to become SoCal Eye.

Comprehensive Eye Care Services

At SoCal Eye, we provide a full range of services, including:

• Cataract & Implant Surgery
• LASIK & Refractive Surgery
• Glaucoma Treatment
• Corneal Care
• Dry Eye & Eyelid Treatments (Ptosis)
• Optometry

Our experienced team of board-certified ophthalmologists are committed to delivering personalized, cutting-edge care for every patient. SoCal Eye operates one of the few private ophthalmology surgery centers in the U.S., providing a safe, convenient alternative to hospital-based procedures. As leaders in ophthalmic clinical research, SoCal Eye’s Clinical Research Center conducts trials on new surgical products and techniques.

Role Description:

Operational Oversight: Formulate procedures and work with other departments to improve practice performance. Implement and maintain structured follow-up processes to ensure consistency in front-end (e.g., patient reminders, point of service collection, etc.,) and back-end operations.

Regulatory Compliance: Stay current on industry standards and best practice. Implement and monitor clinical policies and procedure, including Health & Safety, HIPPA, and OSHA regulations. Identify and mitigate operational risks.

Financial & Resource Management: Establish and maintain a budget for clinic operations. Utilize data analytics to identify trends in scheduling, patient flow, cancellations, no-shows, and front-end revenue opportunities.

Quality Improvement: Establish long-term practice initiatives that promote patient and staff safety, experience, and business excellence. Align clinical performance with overall practice goals. Lead the department using data to drive decision-making, accountability, and continuous improvement.

Key Responsibilities:

Staff Management:

• Recruit, hire, train, and supervise ophthalmic technicians, scribes, and other clinical personnel.

Clinic Operations:

• Manage daily clinic activities, including patient flow, scheduling, and check in/out process.
• Ability to work-up a patient, including technical equipment, scribing, and diagnostic testing as needed.
• Resolves escalated patient complaints and/or answers patient questions regarding treatment, procedures, and insurance/payment questions.

Patient Care:

• Ensure high-quality patient care by implementing and monitoring clinical protocols.

Professional Development:

• Develop and implement staff training programs, monitor performance, and conduct reviews.

Budget and Resources:

• Budget development, monitor spending, and ensure efficient use of clinic resources. Partner with revenue cycle and clinical teams to close gaps that may impact downstream billing and collections.

Coordination and Communication:

• Liaison between providers, staff, and patients, ensuring effective communication and resolution of escalated issues.

Policy and Procedure:

• Stay current with industry standards and best practices, administer clinical policies and procedures.
• Implementation of new policy, state, and federal regulations as they relate to clinical settings for an Ophthalmic Practice.

Data Management:

• Track and analyze clinic performance data to identify areas for improvement.
• Establish and monitor key performance indicators (KPIs), such as appointment utilization, registration accuracy, insurance verification rates, and point-of-service collections.

Liaising with other departments:

• Coordinate activities with other department heads, formulating procedures that improve practice performance.

• Arrange cleaning and maintenance schedule of clinical equipment with oversight of selection and ordering of clinical supplies.
• Consult with managing partners and Human Resources of interpretation of Practice policies and procedures to ensure patient and staff needs are met.
• Ensures adequate cross-training and backup duties so that key tasks are performed reliably during vacations, holidays, and other times.
• Performs various administrative duties such as answering phones, preparing correspondence, generating reports, etc.
• Maintains a high level of professionalism with patients and works to establish a positive rapport
• Performs other duties as assigned

Specific Duties may vary upon experience and training:

• Assisting with Procedures: Preparing patients for exams, assisting with procedures such as injections
• Medical Records: Organizing and maintaining patient records.
• Equipment Management: Ensuring proper functioning and maintenance of clinic equipment.

Requirements:

• Education: Bachelor’s Degree required; preferably in Healthcare, Business Administration, or similar
  • Master’s Degree preferred
• Experience: Previous experience in a medical practice required of a minimum of 5-7 years; ophthalmic preferred, with a minimum of three (3) years of supervisory experience required.
• Language: Ability to read, write, and communicate in English professionally; Bilingual in Spanish, a plus.
• Excellent communication, interpersonal, and problem-solving skills required.
• Must have the working and implementation knowledge of clinical operations; including but not limited to, contracting, credentialing, insurance process and verification, patient scheduling.

• License/Certification: Valid COA, COT, and/or Ophthalmic Scribe Certified preferred.
• Proficiency with EMR systems, Compulink, preferred, AdvancedMD, EPIC, or similar required.
• Proficiency in MS, Word, Excel, Outlook and other practice management software solutions required.
• Demonstrates excellent leadership skills, ability to work with a team; excellent organizational skills; understanding of budgeting and monitoring/analyzing variance from budgets.
• Work is performed in a clinical setting. Must be able to stand or walk for extended periods of time with bending, stooping, squatting, sitting, twisting, and reach. Including ability to frequently reach with hands and arms, and repeat the same movements. Occasional lifting of up to 25lbs.

“SoCal Eye is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law”.