Clinic Operations Manager

We are seeking an experienced and proactive Clinical Operations Manager to oversee and streamline day-to-day operations within our cutting-edge stem cell and regenerative medicine practice. This position blends clinical operations leadership with hands-on support in patient care processes, administrative coordination, and team management. The ideal candidate will be highly organized, tech-savvy, and comfortable balancing strategic oversight with direct involvement in the daily patient journey.

Key Responsibilities

Operations Management

•    Oversee all clinical and administrative operations, ensuring optimal workflow and adherence to company standards.

•    Develop, document, and enforce standard operating procedures (SOPs) for consistent and compliant operations.

•    Manage billing and revenue cycle processes, ensuring accuracy, timeliness, and coordination with external billing teams.

•    Oversee lead generation tracking, CRM management, and patient conversion pipelines.

•    Coordinate clinical staffing needs, including scheduling, recruitment, orientation, and performance support.

•    Provide weekly and monthly operational and financial reports, tracking KPIs and identifying opportunities for process improvement.

Patient Experience & Frontline Support

•    Manage the end-to-end patient journey, from initial inquiry to post-treatment follow-up.

•    Support patient-facing operations by answering phones, scheduling appointments, and assisting with intake processes.

•    Ensure exceptional customer service and satisfaction, addressing patient concerns promptly and professionally.

•    Maintain a welcoming and efficient clinical environment that reflects the brand’s high-quality standards.

Technology & Data Oversight

•    Maintain and optimize CRM and EMR platforms, ensuring proper documentation, integration, and staff adoption.

•    Ensure compliance with HIPAA, data security, and digital communication protocols. Familiarity with billing, compliance, and healthcare regulation standards (HIPAA required).

•    Collaborate with leadership to leverage the practice’s tech stack for operational automation and improved performance tracking.

Administrative & Operational Support

•    Oversee inventory and supply management, including ordering, tracking, and vendor coordination.

•    Support facility management and ensure all operational equipment, systems, and spaces meet safety and compliance standards.

•    Manage vendor and partner relationships, including labs and medical suppliers.

Continuous Improvement & Reporting

•    Track and report on patient acquisition and retention metrics, operational performance, and marketing effectiveness.

•    Identify inefficiencies in scheduling, communication, or billing workflows, and implement actionable solutions.

•    Build effective communication and feedback channels between administrative, clinical, and leadership teams.

Compensation & Benefits

•    Competitive salary (based on experience). Anticipated​ ​salary​ ​would​ ​be​ ​$85-$95,000​ ​per​ ​year​ ​, plus​ ​bonus​ ​targets

•    Performance-based incentives and bonuses

•    PTO and professional development opportunities