Clinical Operations Manager

University of Chicago•Chicago, IL

9d•Onsite

About The Position

The Clinical Operations Manager supports the Executive Leader with the daily operational work of the University of Chicago Department of Radiation and Cellular Oncology. The role partners with Practice Managers, finance, revenue cycle, faculty, and other clinical and administrative teams to monitor clinic access, financial and productivity reports, and faculty and staff administration. It identifies issues, follows up on variances, and provides data and recommendations to leadership. Policy, budget, and personnel decisions remain with the Executive Leader. The position supports clinical operations, clinic scheduling and access, faculty productivity and onboarding, financial monitoring, revenue-cycle coordination, credentialing, compliance tracking, facilities and equipment needs, and departmental quality and safety activities. It also supports educational programs and initiatives and serves as a liaison between the section and other University departments. The role is based in a clinical department at an academic medical center, is primarily office based, and involves regular interaction with physicians, practice managers, and staff. Occasional travel to clinics and offsite practice locations may be needed. Work is generally during standard business hours, Monday through Friday, with occasional flexibility around deadlines, month-end reporting, or urgent clinic issues. The position requires extended computer use and discretion with confidential faculty, staff, and patient information.

Requirements

College or university degree in a related field.
2–5 years of work experience in a related job discipline.
Strong organization and follow-through, with the ability to manage multiple small deadlines.
Clear written and verbal communication with physicians, practice managers, and administrative staff.
Comfort working with data, spotting trends, and explaining variances in plain language.
Sound judgment about what to handle independently and what to escalate.
Professionalism and discretion when handling confidential faculty, staff, and patient information.
Ability to build working relationships across clinical, finance, HR, and revenue-cycle teams.
Initiative and a problem-solving mindset while recognizing that final decisions may belong to others.
Adaptability in a busy clinical environment where priorities shift quickly.

Nice To Haves

Bachelor’s degree in healthcare administration, business, or a related field.
2–5 years of experience in healthcare, an academic medical center, or a clinical department setting.
Experience with Epic scheduling or reporting.
Exposure to RVUs, physician productivity, or practice finance.
Experience supporting faculty or physician onboarding, credentialing, or HR processes.
Experience working with practice managers or clinic operations.

Responsibilities

Support day-to-day clinical operations and meet regularly with Practice Managers to help resolve clinic issues.
Monitor access and time to next new appointment, flag problems, review and update clinic templates, and track block time and exam-room utilization.
Follow up on patient complaints and satisfaction comments; coordinate call-center issues and monthly meetings; support Epic enrollment and scheduling needs.
Track cases lost to out-of-network insurance and help identify capital equipment needs with Practice Managers, the OR team, and Supply Chain.
Track faculty time away, update 30-day schedules, alert clinics to block schedules, report outliers, and support faculty productivity monitoring, including physician volume at offsite practices.
Assist faculty in pursuing grants and awards and conduct special studies and projects, including developing funding opportunities in collaboration with faculty.
Review monthly finance and RVU reports, report variances, build and update the monthly dashboard, and run data pulls using Tableau and Epic.
Monitor expenses and overtime, prepare bonus and Extra Service Payment applications, monitor clinical section finances, provide management updates, and ensure spending stays within budget.
Notify the revenue cycle director of billing-provider additions and departures and arrange orientation; notify revenue cycle of new patient-care locations and confirm billing and RVU capture are set up.
Support new-site setup and process academic appointments and medical privileges accurately and on time.
Run faculty onboarding checklists covering visas, insurance, building access, identification, parking, pager, and keys; prepare offices for new faculty and support visiting scholars and visitors.
Track provider credentialing, re-credentialing, and license renewals with MSO; track regulatory and compliance training and occupational health screenings.
Keep department policies and procedures current; compile and trend operational and quality data for physician, Medical Physics, and administrative leadership.
Support tracking of Radiation Oncology safety events, near misses, and process-improvement initiatives with clinical and institutional quality teams.
Coordinate multidisciplinary quality and safety meetings and maintain action-item logs, due dates, and documented follow-up.
Develop and maintain department-wide QA dashboards covering key indicators, open issues, corrective actions, responsible parties, and progress.
Partner with Medical Physics leadership to track machine and treatment-equipment QA schedules, issues, and completion status, escalating overdue or unresolved items.
Maintain schedules, documentation, participation tracking, and follow-up for physician chart review and peer-review QA activities.
Coordinate administrative tracking of Radiation Oncology quality-assurance and performance-improvement activities across clinical sites.
Maintain the quarterly space inventory, submit facilities repair and renovation requests, and manage equipment tagging and office supplies.
Professionally support clinical department management, implement plans for clinical educational programs and initiatives, act as a liaison between the section and other University departments, and perform other related work as needed.