Clinical Operations Supervisor – Primary Care & Specialty Care Clinics

WhidbeyHealth; Coupeville (WA); On-site; USD 60,000 - 95,000; Full time

Job summary

An established industry player in healthcare is seeking a dedicated Clinical Operations Supervisor to lead their Primary and Specialty Care Clinics. In this pivotal role, you will ensure the efficient operation of outpatient clinics while providing high-quality patient care. You will manage patient schedules, address concerns, and support staff training and performance management. This position offers an opportunity to make a significant impact on clinic operations and patient satisfaction while fostering a collaborative and compliant work environment. If you are passionate about healthcare and have a knack for leadership, this role is perfect for you.

Benefits

Health Insurance

Paid Time Off

Retirement Plans

Professional Development Opportunities

Flexible Scheduling

Qualifications

• Active WA licensure as MA-C, LPN, or RN is required.
• 5+ years of clinical experience in a leadership role preferred.

Responsibilities

• Manage daily patient schedules and ensure optimal clinic operations.
• Supervise staff, conduct performance evaluations, and foster teamwork.
• Ensure compliance with policies and maintain a safe work environment.

Skills

Patient Care Management

Regulatory Compliance

Interpersonal Skills

Problem Solving

Leadership

Communication Skills

Organizational Skills

Education

High School Diploma or GED

Graduate of an accredited Medical Assistant program

Tools

Electronic Health Records (EHR)

Job description

Clinical Operations Supervisor – Primary Care & Specialty Care Clinics

Full-time, Days 8 hour, M-F

FTE 1

Posted 01/12/2025

Work Location: Onsite

JOB SUMMARY

The Clinic Operations Supervisor works closely with the Department Manager/Director to ensure the efficient operation of the assigned outpatient clinic(s), providing high-quality patient care and optimal clinic functions. This role involves managing daily patient schedules, addressing patient and staff concerns, and ensuring optimal resource allocation. The Supervisor supports regulatory compliance, staff supervision, and performance management while maintaining a safe work environment. Additionally, they assist with staff training, schedule management, and performance evaluations. Acting as a liaison between departments, the Supervisor promotes collaboration, problem-solving, and continuous improvement to meet clinic goals and uphold WhidbeyHealth policies and standards.

PRINCIPLE FUNCTIONS includes the following, other duties may be assigned:

• Practice Operations:
• Works cohesively with the Department Manager/Director to provide quality patient care in an outpatient clinic setting.
• Monitor and manage daily patient schedules to ensure optimal clinic operations, including timely appointments, efficient patient flow, and appropriate allocation of resources.
• Effective problem solving and issue resolution with staff, providers, and patients.
• Utilizes judgment, decision-making, and customer service skills to serve employees, patients, and providers congruent with hospital policies, union contracts and WhidbeyHealth clinical service practices.
• Prepares weekly/monthly reporting related to clinic metrics as assigned by supervisor.
• Attends meetings as a department representative.
• Delivers information about changes in processes and/or procedures to staff as directed by the Department Manager/Director.
• Reports facility/technical issues to EVS/IT Departments as appropriate.
• Acts as a liaison with other departments to identify and support problem-solving and promote collaboration.
• Addresses patient concerns/complaints and billing queries in a timely manner.
• Conducts staff and/or daily “huddles” with Department Manager/Director.
• Assists manager/director to develop standard work processes for staff across all areas of the assigned clinic(s).
• Completes functions of clinical or office support staff as needed dependent on staffing levels.
• Regulatory Compliance:
• Supports manager in monitoring for corporate compliance and infection control.
• Participates in audit process as assigned.
• Reports workplace events in accordance with WhidbeyHealth Quality and Risk Management policies.
• Maintains a clean work environment.
• Supervises staff and fosters a culture of high performance, teamwork, and engagement. Holds staff accountable to meet required department metrics utilizing random and routine audits. Recognizes staff for excellent work on a frequent basis.
• Reviews/manages employee timecard submission for accuracy. Monitors overtime utilization and stays within budget targets.
• Submits weekly timesheets to the Payroll Department no later than 2:00pm each Monday. In the event of a Monday holiday, ensures that time sheets are reviewed for accuracy and submitted to the Payroll Department no later than 10:00am on Tuesday.
• Coordinates department staff schedules in accordance with union contracts as appropriate, ensuring suitable staffing to achieve practice goals, with final approval from the Department Manager/Director.
• Approves or denies employee time off based on practice staffing requirements.
• Performs interviews and provides feedback to the Department Manager/Director, selecting new candidates for hire as assigned.
• Meets with employees at minimum quarterly, or more frequently as assigned.
• Develops training materials and provides orientation for new employees, as well as regular refresher education.
• Orients, trains, and supervises all support staff employees.
• Prepares and delivers initial and annual employee performance reviews in accordance with WhidbeyHealth policy.
• Initiates, makes effective recommendations, and/or delivers performance management in conjunction with Department Manager/Director.
• Supports Department Manager/Director in overseeing employee performance by recognizing those who meet or exceed standards, addressing areas for improvement, and making recommendations or taking action to improve performance in accordance with WhidbeyHealth Human Resources policies.
• Policy and Procedure:
• Complies with and enforces all WhidbeyHealth policies, procedures, and protocols as well as any department-specific policies and procedures as they relate to job functions.
• Provides leadership for department and adheres to organizations standards of behavior.
• Serves as model for staff and encourages teamwork with other departments. Strengthens staff understanding of organizational values.
• Communicates organizational values verbally and non-verbally and fosters followership in the organization.
• Communicates effectively. Sends and receives information to reach mutual understanding and shared meaning. Actively listens, displays empathy, and reflects what the other person is saying to ensure full understanding of the content, context, and meaning of messages.
• Clearly conveys information and ideas using understandable terms, tailoring messages to each audience, and checking for understanding.
• Uses body language, voice tone, and non-verbal expressions that are appropriate and congruent with our messages and values.

JOB KNOWLEDGE & QUALIFICATIONS

The Clinical Operations Supervisor is required to maintain an active WA licensure from one of the following (Please note that compensation is driven by years of experience and type of licensure):

• Medical Assistant – Certified (MA-C)
• Licensed Practical Nurse (LPN)
• Registered Nurse (RN)

Education: High school diploma or General Education Diploma (GED). Graduate of an accredited Medical Assistant program.

Licensure: Active WA State MA-C License.

Certifications: BLS

Clinical / Leadership Experience: At least 5 years’ experience as an MA-C in clinic setting, RHC preferred, and shown progression of responsibility in a leadership role.

OTHER SKILLS & ABILITIES

• Must be able to plan, prioritize and organize work assigned within communicated deadlines with minimal supervision.
• Must be highly organized and demonstrate an attention to detail when completing all work assigned.
• Must possess effective professional interpersonal skills as well as excellent service skills in all interactions with the ability to communicate effectively on the phone, in person and in writing.
• Must be able to communicate effectively with all levels of employees in the organization, take direction, and have the ability to build and maintain inter-and-intradepartmental relationships.

Benefit Information and Wage Transparency:

WhidbeyHealth Employees who work a 0.5 FTE or higher are categorized as, “benefit eligible”.