Clinical Operations Administrator

DayBreak; Dayton (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

DayBreak in Dayton, OH seeks a Clinical Operations Administrator to oversee operational, quality assurance, and compliance activities. The role monitors data, audits medical records, and ensures regulatory adherence to protect client rights and support high-quality care.

You will lead data reporting, support accreditation readiness, and guide clinical staff on EHR workflows while partnering with Finance and Case Management to resolve documentation gaps.

Qualifications

• Bachelor’s degree in healthcare administration, human services, or related field.
• Minimum 3 years of professional experience in clinical operations, quality assurance, or medical records administration.
• Experience with HIPAA and 42 CFR Part 2 privacy rules.
• Familiarity with accreditation processes (CARF, Joint Commission) and quality improvement activities.

Responsibilities

• Coordinate and participate in the agency's Quality and Compliance Committee; prepare data reports, minutes, and action items.
• Process incoming/outgoing medical record requests in HIPAA and 42 CFR Part 2 compliance; perform chart audits.
• Oversee clinical tracking for GOSH form compliance, DA completions, and Medicaid tracking.
• Monitor clinician productivity, service utilization, and outcomes; design operational reports/dashboards.
• Administer resident incentive and privilege program documentation and auditing.
• Assist with state licensing audits and accreditation reviews (CARF, Joint Commission).
• Provide EHR workflow guidance and onboarding for new clinical staff.
• Collaborate with Finance and Case Management to resolve documentation/discrepancies.

Skills

Data tracking

Quality assurance

Regulatory compliance

Auditing

Reporting

Stakeholder collaboration

Education

Bachelor’s degree in Healthcare Administration or related field

Tools

EHR (Electronic Health Records) systems

Reporting dashboards

Job description

Position SummaryThe Clinical Operations Administrator plays a pivotal operational, quality assurance, and compliance oversight role within the organization. This position is responsible for administering critical clinical workflows, maintaining rigorous data tracking, ensuring regulatory compliance, and upholding client rights. By monitoring productivity, auditing medical records, and tracking outcomes, the Clinical Operations Administrator directly supports high-quality client care, streamlined clinical service delivery, and organizational accountability.Duties and ResponsibilitiesCoordinate, facilitate, and actively participate in the agency’s Quality and Compliance Committee; prepare data reports, document minutes, track action items, and ensure alignment with state and accreditation standards.Process incoming and outgoing medical record requests in strict adherence to HIPAA and 42 CFR Part 2 privacy rules; perform systematic chart audits to monitor documentation timeliness, accuracy, and clinical compliance.Oversee clinical tracking mechanisms to monitor GOSH form compliance, Diagnostic Assessment (DA) completions, and Medicaid application and prior authorization tracking to ensure continuous service eligibility and seamless care delivery.Log, track, and analyze incident reports across programs; conduct trend analysis, ensure proper corrective actions, and summarize findings for quality review.Productivity & Outcome Data Monitoring: Monitor clinician productivity metrics, service utilization, and treatment and grant outcome data; design and maintain operational reports/dashboards to guide administrative decisions.Oversee the administrative implementation of the resident incentive and privilege program, ensuring consistent, objective application and proper clinical documentation.Manage the distribution, auditing, inventory, and record-keeping for client bus passes and transportation assistance programs.Assist leadership during state licensing, third-party audits, and accreditation review processes (e.g., CARF, Joint Commission).Provide technical assistance, EHR documentation workflow guidance, and compliance onboarding for new clinical personnel.Collaborate with Finance, and Case Management to resolve prior authorization, enrollment, or documentation discrepancies.Perform general administrative support for clinical leadership as requested and participate in special operational projects.Education: Bachelor’s degree in Healthcare Administration, Human Services, Social Work, Business Administration, or related healthcare fields required.Experience: Minimum of 3 years of professional experience in clinical operations, quality assurance, or medical records administration within a behavioral health, residential, or social services setting.Licensure / Certification (Preferred): Professional license in social work or counseling (e.g., LSW, LPC) or certified healthcare data/records credentials (RHIT, CHDA) preferred.