Job Description

Job Title: Clinical Operations Manager
Location: Remote, LATAM or South Africa
Department: Clinical Operations
Reports To: Chief Operating Officer (COO)
Overview:
We are seeking a highly organized and dynamic Clinical Operations Manager to join our team. This key position is responsible for overseeing the day-to-day operations of clinical intake processes, managing clinical staff relations, and ensuring smooth operations in clinical administration. The role will involve working closely with the COO to streamline operations, improve workflows, and ensure client satisfaction through effective coordination of referrals, new patient intakes, and onboarding processes for both patients and clinical staff.
The ideal candidate will be detail-oriented, process-savvy, and able to lead clinical teams effectively. This position requires someone who is capable of driving operational efficiencies and implementing strategies that improve performance, productivity, and client experience.
Responsibilities:
Clinical Operations & Patient Intake:

• Oversee the intake process for new patients, including managing referrals and helping to streamline this process for efficiency and client satisfaction.
• Communicate directly with patients prior to their appointments with physicians, gathering necessary information, and ensuring a seamless experience.
• Coordinate appointment scheduling for new patient intakes and ensure that appointments are booked in a timely and efficient manner.
• Maintain and organize client intake data and patient records, ensuring accuracy and compliance with privacy regulations.
• Manage relationships with external referral sources to facilitate a smooth referral process and enhance patient acquisition.

Team Leadership & Onboarding:

• Lead the onboarding process for new clinical staff, ensuring a smooth transition into the organization and familiarity with all processes, procedures, and tools.
• Work closely with HR and management to ensure new hires have completed all necessary paperwork, including insurance forms, billing forms, and scheduling integration.
• Provide ongoing training and support to new hires to ensure theyre equipped to perform in their roles and succeed within the organization.
• Facilitate the effective integration of new hires into clinical teams, ensuring theyre aligned with company values, culture, and operational procedures.

Operational Strategy & Coordination:

• Work closely with the COO to align operational strategies with company goals, driving improvements in efficiency, quality, and client satisfaction.
• Analyze internal processes and propose data-driven recommendations to streamline operations, reduce redundancies, and improve workflow efficiency.
• Oversee office space management, ensuring the proper coordination of in-person and virtual meetings for staff and patients.
• Develop strategies to enhance the patient intake and referral experience, improving turnaround times and service quality.
• Act as a point of contact for both clinical staff and patients, providing necessary support and facilitating effective communication.

Process Improvement & Reporting:

• Utilize Excel and clinical management systems to generate operational reports, track performance, and provide insights into key metrics.
• Collaborate with teams across the organization to ensure that all forms, insurance processes, and necessary documentation are completed accurately and on time.
• Create strategies to continually improve manual tracking systems and transition them to more efficient, automated solutions where possible.
• Review and optimize workflows for the clinical team, ensuring that forms, schedules, and patient data are effectively managed.
• Provide regular feedback and reports to the COO and key stakeholders on operational progress, challenges, and opportunities for improvement.

Client & Staff Relations Management:

• Maintain a focus on client satisfaction, ensuring that patients' needs are met promptly and that communication is clear and effective.
• Act as the main liaison between patients and physicians, ensuring expectations are set clearly, and resolving any operational concerns that may arise.
• Work with clinical staff to manage scheduling conflicts, patient concerns, and ensure the highest quality of service.
• Ensure that all team members are adhering to processes and standards, providing guidance and resolving any challenges related to clinical operations.

Administrative Oversight:

• Ensure clinical staff are adhering to internal policies and managing their schedules and client interactions with the utmost professionalism.
• Coordinate billing information and insurance forms for both new and existing clinical staff, ensuring accuracy and timeliness in submission.
• Assist in tracking clinical performance and outcomes, providing data to help management make informed decisions.
• Take a leadership role in solving operational problems and facilitating the successful execution of organizational goals.

Qualifications:

• 5+ years of experience in clinical operations management, healthcare administration, or a related field. While we prefer candidates with a background in clinical operations, we are also open to individuals who are detail-oriented, process-savvy, and able to lead clinical teams effectively. We value those who bring a strong operational mindset and a strategic approach to improving processes and driving efficiencies within a healthcare setting.
• Proven ability to analyze and improve operational processes, with a focus on workflow optimization and resource allocation.
• Strong experience with onboarding processes, particularly in a clinical or healthcare setting, with the ability to guide new hires through organizational integration.
• Familiarity with liability insurance, billing protocols, and working with independent physicians.
• Expertise in managing client intake, referrals, and ensuring smooth transitions into clinical care.
• Proficiency in Microsoft Excel and clinical management systems is a plus.
• Strong interpersonal communication skills, with the ability to effectively collaborate with clinical staff, patients, and leadership.
• Experience with office space management, virtual and in-person scheduling, and ensuring that clinical teams are properly supported in both environments.

Desired Traits:

• Strategic thinker with a focus on efficiency, process improvement, and client satisfaction.
• Proactive and solutions-oriented with a strong ability to manage multiple priorities in a fast-paced environment.
• Leadership capabilities with a collaborative, hands-on approach to managing clinical operations.
• High attention to detail, accuracy, and adherence to deadlines.
• Ability to foster a positive work environment and support the professional growth and development of clinical staff.

If you are an experienced operations professional with a passion for enhancing clinical workflows, improving team performance, and ensuring high-quality care, we would love to hear from you! Apply today to join our growing team and make a meaningful impact on both our clinical operations and patient care.

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