Clinic Operations Supervisor - EPA and Master Scheduling - Full Time

Stanford Health Care•Palo Alto, CA

12d•$44 - $57•Onsite

About The Position

This role supports Ambulatory Care and Service Lines (ACSL), a large, integrated network of outpatient clinics and specialties across Stanford Health Care. ACSL includes a broad range of service lines to deliver care to patients across diverse ambulatory settings. The Supervisor, Clinic Operations plays a key role in supporting this organization by overseeing two centralized teams that provide critical services across multiple service lines. These teams directly enable efficient, standardized outpatient operations by improving patient access, ensuring accurate provider scheduling, and facilitating timely medication authorizations. • Template Builder Team: o Partners with clinic management and physician leadership to design, build, and maintain provider schedules in Epic o Ensures templates are developed in a consistent, standardized manner aligned with care delivery models and operational goals o Translates clinical and operational requirements into accurate scheduling build to optimize provider capacity and patient access • Medication ePrior Authorization (EPA) Team: o Collaborates with clinic operations to submit and manage medication prior authorizations with payors o Reviews patient charts to gather required clinical documentation to support approvals o Plays a key role in reducing barriers to medication access and enabling timely initiation of therapy o Ensures efficient, compliant, and consistent authorization processes across service lines Leadership and Impact: • Direct oversight of two centralized, high-impact teams • Drive standardization, quality, and continuous process improvement across workflows • Partner closely with supervisors, assistant managers, managers, physicians, and technical teams (TDS) • Support scalable operational processes across a complex ambulatory network Ideal Candidate: • Strong attention to detail, organizational skills, and both verbal and written communication skills • Demonstrated ability to collaborate effectively across multiple levels and disciplines • Experience with Epic, specifically scheduling workflows and visit types • Background in clinic operations with a strong understanding of both front-end and back-office operational workflows preferred • Prior leadership experience, including informal or lead roles, with the ability to guide teams and influence outcomes This is a leadership role with the opportunity to shape how core operational functions support access, efficiency, and the overall patient experience across Stanford Health Care. This is a Stanford Health Care job. A Brief Overview Responsible for managing clinical and/or support staff in designated area of practice and working closely with physicians and mid-level providers to ensure operations run smoothly, policies and procedures are adhered to, and an excellent patient experience is consistently delivered. Distinguishing Characteristics: May be assigned to one or more areas of a practice such as the front office, back office, scheduling, or float pool. The incumbent coordinates, leads and directs the day-to-day activities of individuals or a group of individuals. Leading & directing is usually restricted to assigning, monitoring, and reviewing progress and accuracy of work (and/or providing guidance on more complex issues). Has authority for personnel actions typically associated with full supervisory status (e.g., hiring, performance reviews, disciplinary actions). Performs many of the same duties as subordinate employees.

Requirements

Two (2) years of medical front and/or back office experience
Ability to direct and supervise staff
Knowledge of medical practice and patient care
Knowledge of common safety hazards and precautions to establish a safe work environment
Skill in developing and maintaining department quality assurance
Skill in establishing and maintaining effective working relationships with medical staff, clinic staff, partner departments, patients, and other customers
Ability to maintain quality control standards
Ability to react calmly and effectively in emergency situations
Ability to interpret, adapt and apply guidelines and procedures
Ability to communicate clearly and effectively verbally and in writing
Customer service, clerical and computer skills (i.e. full competency in Microsoft Office to include Word, Excel and Outlook)
Knowledge of and ability to perform duties as assigned to subordinate staff: Clerical: Expertise of registration and scheduling work processes
Knowledge of practice management applications
Knowledge of clinic administrative functions
Clinical: Knowledge of examination, diagnostic, and treatment room procedures
Knowledge of medical equipment and instruments to administer patient care
Skill in assisting in a variety of treatments and medications as directed
Skill in taking vital signs, maintaining records and recording test results

Nice To Haves

Experience with Epic, specifically scheduling workflows and visit types
Background in clinic operations with a strong understanding of both front-end and back-office operational workflows preferred
Prior leadership experience, including informal or lead roles, with the ability to guide teams and influence outcomes

Responsibilities

Manages daily operations.
Meets with staff to implement, manage and enforce office/practice protocol, procedures, changes, etc. and ensure compliance with new and existing policies/procedures.
Manages operational processes in alignment with organizational and departmental goals
Schedules work assignments and manages workflow, including approving timecards and PTO requests, while ensuring adequate staffing to meet patient care and office/practice needs.
Acts as a liaison between physicians/providers and clinical staff.
Recruits, hires and manages staff.
Provides leadership for employees so as to foster professionalism towards patients, physicians, and co-workers including successful implementation of C-I-CARE.
Meets with support staff to address performance and serves as point of contact for employee issues.
Consults with Clinic leadership and/or Human Resources for appropriate resolution.
Provides coaching and performance feedback.
Coordinates and implements staff training and development.
Completes employee performance reviews and provides input on compensation adjustments in consultation with Clinic Leadership and/or Human Resources.
Ensures proper stocking of and ensures cleanliness and organization of office, lab, equipment and exam rooms.
Assists and champions use of the EMR.
Assists with triage calls not intended for a specific physician/provider, and assist with medical emergencies.
Manages and resolves patient complaints and concerns.
Performs other duties as assigned and participates in organization projects as assigned.
Adheres to safety, HIPAA and compliance policies.