Clinic Operations Manager

Housing Works • New York, NY

10d • $55,000 - $60,000 • Hybrid

About The Position

The Clinic Operations Manager oversees the daily administrative and operational functions of the MOCJ program, ensuring efficient clinic operations, accurate data management, regulatory compliance, and exceptional client support. This position is responsible for managing client intake and registration, maintaining program data, coordinating appointment reminders, processing invoices, and ensuring timely and accurate reporting. The Clinic Operations Manager works collaboratively with clinical and administrative staff to support quality service delivery while maintaining compliance with MOCJ contract requirements, HIPAA regulations, and agency policies.

Requirements

• Bachelor's degree preferred.
• Minimum of 2–3 years of experience in healthcare operations, clinic administration, behavioral health, or social services.
• Experience working with justice-involved populations and government-funded programs is preferred.
• Proficiency with Microsoft Office Suite, electronic health records (EHRs), and data management systems.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining confidentiality, professionalism, and accuracy.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Ability to manage multiple priorities.
• Knowledge of healthcare operations, scheduling systems, insurance verification.
• Ability to make data entries into programs database such as ECW, AIRS, e-Share, EiCare.
• Knowledge of E-Clinical works EMR and data collection, Skilled with health insurance navigation and documentation.
• Good verbal, written, communication and interpersonal skills.
• Use of computer software --Microsoft Office Suite including Word and Outlook calendaring, and Excel.
• Preference for individuals with experiencing working in a community-based setting, particularly with patients who are LGTBQIA+, and/or have experienced homelessness, substance use, and/or mental health challenges.

Nice To Haves

• Experience working with justice-involved populations and government-funded programs is preferred.
• Preference for individuals with experiencing working in a community-based setting, particularly with patients who are LGTBQIA+, and/or have experienced homelessness, substance use, and/or mental health challenges.

Responsibilities

• Manage the client intake and registration process, ensuring all required documentation is complete, accurate, and entered into the appropriate electronic systems.
• Coordinate client scheduling and maintain organized, confidential client records in accordance with HIPAA, agency policies, and MOCJ program requirements.
• Perform accurate and timely data entry into electronic health records (EHRs), client management systems, and program databases.
• Maintain the integrity, accuracy, and completeness of program data by conducting routine quality assurance reviews and resolving data discrepancies.
• Track client enrollment, appointment attendance, referrals, service utilization, and program outcomes to support operational effectiveness and performance monitoring.
• Prepare, review, and submit operational, contractual, and regulatory reports, ensuring compliance with MOCJ requirements and all applicable federal, state, and local reporting standards.
• Ensure all reporting deadlines are met and that documentation is complete, accurate, and audit-ready.
• Prepare and process invoices, maintain billing documentation, and support financial recordkeeping in accordance with organizational policies.
• Conduct appointment reminder calls, texts, or emails to clients for scheduled medical and behavioral health appointments, document all client communications, and follow up on missed appointments to facilitate rescheduling and continued engagement in care.
• Collaborate with clinical providers and administrative staff to ensure efficient clinic operations, resolve workflow issues, and improve client access to services.
• Assist with program audits, quality improvement initiatives, and performance evaluations by providing accurate documentation and operational reports.
• Participate in staff meetings, training activities, and continuous quality improvement efforts to support program goals and organizational objectives.
• Ability to travel between clinic locations as needed.
• Availability to work evenings and weekends based on operational coverage needs.
• Strong supervisory and team leadership skills required.
• Supporting the Health Center Director with the ordering of program supplies and other tasks as needed.
• Participate in quality assurance and quality improvement planning projects and activities.
• Participate in monthly staff meetings and other relevant meetings.
• Must be able to provide strengths-based, gender-affirming, trauma informed, low-threshold/ harm reduction-aligned healthcare to patients with diverse identities and lived experiences.

Benefits

• Three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary.
• Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year.
• An educational benefit available for tuition loan reimbursement, tuition costs, and text books.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level