Radiation Oncology Ops Lead

The University of Chicago; Chicago (IL); On-site; USD 65,000 - 85,000; Full time

Job summary

The University of Chicago Department of Radiation and Cellular Oncology seeks a Clinical Operations Manager to support daily department operations, partnering with Practice Managers, finance, revenue cycle, and faculty to monitor access, financials, and scheduling.

This role emphasizes data-driven decisions, process improvement, and close collaboration with leadership in a fast-paced academic medical setting.

Qualifications

• College or university degree in related field.
• 2–5 years of work experience in a related job discipline.
• Bachelor’s degree in healthcare administration, business, or a related field is preferred.

Responsibilities

• Support day-to-day clinical operations for the department.
• Meet regularly with Practice Managers and help resolve clinic issues.
• Monitor access and track time to next new appointment; flag problems early.
• Review and update clinic templates; track block time and exam room utilization.
• Follow up on patient complaints and satisfaction comments.
• Coordinate call center issues and monthly call center meetings.
• Support Epic enrollment and scheduling needs.
• Track cases lost to out of network insurance.
• Help identify capital equipment needs with Practice Managers, OR team, and Supply Chain.
• Track faculty time away and update 30-day schedules.
• Alert clinics to block schedules; report outliers.
• Support faculty productivity monitoring.
• Monitor physician volume at offsite practices.
• Assists faculty in the pursuit of grants and awards.
• Conducts special studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• Review monthly finance and RVU reports; report variances.
• Build and update the monthly dashboard and run data pulls (Tableau, Epic).
• Monitor expenses and overtime.
• Prepare bonus and Extra Service Payment applications.
• Monitors finances for the clinical section.
• Provides management with regular updates and ensures that spending limits are adhered to and are within budget.
• Notify the revenue cycle director of billing provider additions and departures; schedule orientation.
• Notify revenue cycle of new patient care locations; confirm billing and RVU capture are set up.
• Support new site setup.
• Process academic appointments and medical privileges accurately and on time.
• Run the faculty onboarding checklist (visas, insurance, building access, ID, parking, pager, keys).
• Preparing new faculty offices.
• Support visiting scholars and visitors.
• Track provider credentialing, re-credentialing, and license renewals with MSO.
• Track regulatory and compliance training completion.
• Track occupational health screenings (TB, FIT tests).
• Keep department policies and procedures current.
• Compile and trend operational and quality data for review by physician, Medical Physics, and administrative leadership.
• Support tracking of Radiation Oncology safety events, near misses, and process-improvement initiatives in coordination with clinical and institutional quality teams.
• Coordinate multidisciplinary quality and safety meetings and maintain action-item logs, due dates, and documented follow-up.
• Develop and maintain department-wide QA dashboards summarizing key indicators, open issues, corrective actions, responsible parties, and progress toward resolution.
• Partner with Medical Physics leadership to track required machine and treatment-equipment QA schedules, identified issues, and completion status; elevate overdue or unresolved items.
• Maintain schedules, documentation, participation tracking, and follow-up for physician chart review and peer-review QA activities.
• Coordinate administrative tracking of Radiation Oncology quality assurance and performance-improvement activities across all clinical sites.
• Maintain the quarterly space inventory.
• Submit facilities repair and renovation requests.
• Manage equipment tagging and office supply needs.
• Professionally supports the clinical department management.
• Implements plans for clinical educational programs and initiatives.
• Acts as a liaison between the section and other University departments.
• Performs other related work as needed.

Education

Bachelor's degree in related field

Job description

The University of Chicago Department of Radiation and Cellular Oncology seeks a Clinical Operations Manager to support daily department operations, partnering with Practice Managers, finance, revenue cycle, and faculty to monitor access, financials, and scheduling.

This role emphasizes data-driven decisions, process improvement, and close collaboration with leadership in a fast-paced academic medical setting.