Operations
The lead of operations is focused on process, procedure and getting stuff done under the direction of the clinic manager. This position requires a great deal of skill in organization and administration, as well as a high degree of attention to detail. In addition to assisting the patient care team, this position ensures smooth operations within the clinic, develops and trains team members, creates systems process and workflows, and will serve as an advisor to the leadership team. The position has a high level of responsibility and accountability across multiple functions including Human Resources and Finance.
Roles & Responsibilities:
- Oversee the completion of office functions. Drive daily operations priorities and workflows.
- Act as the first point of contact for operational issues, solving problems quickly.
- Make sure process and procedures are in place to keep organization on track with clinic goals.
- Ability to establish priorities, complete objectives and manage actions that are both immediate and recurring. Efficiently manages the present and future workload.
- Ensure smooth client communication and follow-up, improving patient satisfaction.
- Manage analytics, stats and clinic progress and communicates findings to the team.
- Monitors and evaluates team metrics and performance tracking
- Acts as a team member who coaches and cheers others and manages tasks. This position does not manage people.
- Analyze and evaluate trends for patient adherence to treatment plans and appointments
- Meet w/front office/others, as needed, to collaborate on data trends to ensure goals are met
- Ensure schedule is optimized for specific treatments and maximizing appointments by monitoring data and trends and communicating same
- Liaison with vendors and manage tasks related to clinics operational efficiency
- Aid in accounting and booking as directed by clinic manager
- Handles Human resource responsibilities including benefits, payroll, scheduling , performance management
- Assist and play a role with other team members in utilizing and maintaining: X-ray, computer, copier, developer, camera, and office software function.
- Help maintain cleanliness, safety, and function of the clinic and patient care equipment.
- Carryout policies and scripts related to overall clinic administration
- Oversee clinic financial including end of day, audits, account receivable and ensuring patient account ledgers accuracy
- Provide administrative support to clinic manager/chief steward.
- Demonstrate the team values of humble, hungry and hardworking.
- Maintains strong positive and collaborative relationships with team members and guests
- Possess a willingness to be crossed trained and/or to assist/cover as needed for other team members. Fills the gap when needed.
- Other duties as needed or assigned
Requirement
- Bachelor's degree in business, management or related field, Masters preferred.
- Previous experience in administration or office management
- Experience with Human Resources Management including payroll and benefits.
- Experience leading teams.
- Experience as an educator or trainer a plus.
- Experience with system or workflow creation and/or documenting policies process and procedures.
- Prior experience in bookkeeping and budgets. Proficiency with QuickBooks a plus.
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
- Proficient with computer programs, Google workspace, and various apps.
- Ability to handle confidential information with discretion
- Able to solve problems and deliver solutions
- Ability to work independently and as part of a team
- Flexibility to adapt to changing clinic needs. Hardworking individual with a proven track record of completing tasks in a highly collaborative environment.
- Customer service-oriented mindset. A servant's heart for which no task is too big or too small.
- Continuous Interest in learning new skills and mastering job functions
- Once trained knows what to do, keeps things moving and gets stuff done with little direction needed.