Clinic Lead at Arizona Gynecology Consultants – Phoenix, Arizona

Clinic Operations Lead

We are seeking a dedicated and proactive Clinic Operations Lead to oversee the daily functions of our healthcare clinics. This vital role ensures seamless clinic operations, supports clinical staff, and enhances patient care experiences. If you are organized, communicative, and committed to operational excellence, we invite you to join our team and contribute to our mission of delivering high-quality healthcare services.

A. Clinic Management

· Acts as the clinic operations lead and supports the CD in maintaining smooth daily operations at assigned clinics.

· Serves as the primary point of contact for all on-site staff (front office, providers, MAs, ultrasound, billing support, and other clinical support teams) regarding daily clinic operations.

· Ensures clinic readiness daily including room readiness, staffing coverage, provider support, and workflow preparedness.

· Provides real-time troubleshooting for delays, workflow breakdowns, supply shortages, patient escalations, staff issues, and provider support needs.

· Communicates operational barriers to CD and escalates urgent issues as appropriate.

B. Staffing, Scheduling, Call Outs and Coverage Ownership

· Responsible for staff scheduling coordination (Medical Assistants and clinical support staff as assigned) including:

· Manages call outs and late arrivals, ensuring urgent coverage plans are executed and communication is distributed to impacted teams.

· Coordinates staffing coverage plans including:

· Tracks attendance patterns and reports staffing concerns to CD, including chronic call outs, tardiness, and performance concerns.

· Maintains a daily awareness of staffing levels, clinic needs, and ensures clinics are appropriately staffed for safe patient operations.

C. Workflow Design, Standardization, and Continuous Improvement

· Owns and supports clinical workflow design and execution including:

· Identifies inefficiencies and proactively designs workflow improvements to:

· Creates and maintains workflow tools such as:

· Works collaboratively with DC to ensure workflows align with clinical policies and standards.

· Leads quality initiative and ensures implementation of approved workflow changes.

D. Team Leadership, Supervision, and Accountability

· Communicates and delegates to team about specific roles, assignments, and plans for each shift.

· Provides day-to-day supervision of clinic staff including:

· Monitors staff performance and professionalism and provides coaching, redirection, and documentation support to CD as needed.

· Participates in performance improvement processes including input for:

· Helps drive culture expectations: accountability, professionalism, teamwork, efficiency, and patient-centered care.

E. Training and Onboarding

· Oversees training for new and existing staff alongside HR/Clinical Director(s).

· Ensures staff competency in:

· Assists with training medical assistants, front office, and clinical support staff on policies and procedures, health education, and laboratory services.

F. Clinical Support and MA Coverage

· Provides backup support for the medical assistant team, which includes all functions of a medical assistant.

· Assists with intake, financial screening, scheduling, and set-up for patient visits when required to support workflow.

· Supports medication refill requests, specialty/procedure referrals, pre- and post-clinic chart review.

· Helps maintain and delegate Athena Bucket management to keep clinic bucket counts below 50 on a daily average.

· Reviews charts, lab test results, and encounter forms for completeness and assesses follow-up as needed.

· Ensures chart prepping in Athena is completed per clinic readiness standards.

G. Scheduling & Patient Flow Management

· Assists with scheduling problem solving and ensures patient schedules support clinic capacity.

· Actively monitors patient wait times and clinic flow throughout the day and intervenes when flow delays occur.

· Works with front office and providers to implement same-day solutions to avoid bottlenecking and maintain timely care.

H. Inventory, Safety, Quality Assurance

· Coordinates the inventory, ordering, and supply stock maintenance of medical supplies. Places orders bi-weekly or as needed.

· Conducts clinic quality assurance checks including emergency kit check-offs, monthly audits, and readiness checklists.

· Ensures on-site building obstacles (maintenance issues and equipment issues) are communicated to the Facilities Director in a timely fashion.

I. Backup & Additional Administrative Support

· Provides sick/vacation leave backup for patient care coordinators (PCCs), medical assistants, and other clinic support staff when no other resources are available.

· Supports administrative projects and tasks assigned by CD/management.

Join our organization and be part of a dynamic team committed to delivering exceptional healthcare services. We value growth, collaboration, and innovation, offering opportunities for professional development and a supportive work environment.

Education & experience:

College or trade school education, high school diploma, or equivalent. Completion of medical assistant training program required. Phlebotomy certification a plus. Minimum of one year experience in an outpatient medical clinic or hospital, medical office setting. Professional leader experience strongly preferred. Full-time schedule availability Monday through Friday beginning at 0730am.

Special Skills/Equipment:

Bilingual English/Spanish is a plus. Perform phlebotomy and basic laboratory duties. Must provide proof of current driver’s license and auto insurance. Demonstrate the skills to provide age-appropriate care to the clients of the clinic. Demonstrate knowledge of the principles of growth and development over the life span and possess the ability to interpret information relative to the patient’s age-related needs.

Expectations:

Attendance and punctuality is necessary. Ability to work well with a multidisciplinary team. Ability to problem solve and be self-motivated. Must have a commitment to excellence and high standards. Must have excellent written and oral skills, strong organizational, problem-solving and analytical skills. Must have ability to multitask, manage priorities and workflow. Required to have versatility, flexibility and a willingness to work within constantly changing priorities with enthusiasm and have acute attention to detail. Able to operate computer software with training. Expected to have strong interpersonal skills and the ability to understand and follow written/verbal instructions. Able to work independently with little or no supervision. Required to have the ability to deal effectively with a diversity of individuals at all organizational level and with external customers. Needs to be fully trained in Front Office duties. Expected to handle customer complaints at the clinic level and escalate appropriately to CD when necessary. Will need to be trained in Paylocity for staff scheduling and time-off requests.

Physical Requirements and Work Environment:

*The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to operate office requirement, including computer and copier equipment. Must be able to sit or stand for long periods of time, with occasional walking. Ability to bend and lift up to 25 pounds. Hearing and vision required.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to adapt to the needs of the organization and employees.
• Relationship building with colleagues onsite.
• Conflict resolution with patient and /or colleagues.
• Strong leadership presence and ability to enforce expectations respectfully.