Clinical Operations Manager

University of Chicago•Chicago, IL

11d•$65,000 - $85,000•Onsite

About The Position

The Clinical Operations Manager supports the Executive Leader by handling the department’s day-to-day operational work. The role partners with Practice Managers, finance, revenue cycle, and faculty to monitor clinic access, track financial and productivity reports, and coordinate faculty and staff administration. The manager identifies and follows up on issues and variances and keeps the Executive Leader informed with relevant data and recommendations. Policy, budget, and personnel decisions remain with the Executive Leader. The position supports clinical operations, financial and productivity monitoring, faculty administration and onboarding, revenue-cycle coordination, and quality and safety activities across the Department of Radiation and Cellular Oncology. It also coordinates administrative processes, maintains operational records and dashboards, supports clinical educational programs, and liaises with other University departments. The role is based in a clinical department at an academic medical center, is primarily office based, and may involve occasional travel to clinics and offsite practices. Standard hours are Monday through Friday, with occasional flexibility around deadlines, month-end reporting, or urgent clinic issues.

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 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 can shift quickly.
Ability to work primarily at a computer, including with Excel, Epic, and reporting tools, and to handle confidential information.

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 appointment access and time to next new appointment, flag problems, and follow up on clinic issues.
Review and update clinic templates and track block time, exam room utilization, and block schedules; alert clinics to schedules and report outliers.
Follow up on patient complaints and satisfaction comments.
Coordinate call center issues and monthly call center meetings.
Support Epic enrollment and scheduling needs and track cases lost to out-of-network insurance.
Help identify capital equipment needs with Practice Managers, the OR team, and Supply Chain.
Track faculty time away and update 30-day schedules; support faculty productivity monitoring and monitor physician volume at offsite practices.
Assist faculty with grants and awards, and conduct special studies and projects, including developing funding opportunities 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 remains within budget.
Notify the revenue cycle director of billing-provider additions and departures and schedule orientation; notify revenue cycle of new patient-care locations and confirm billing and RVU capture are set up.
Support new-site setup.
Process academic appointments and medical privileges accurately and on time; run faculty onboarding checklists covering visas, insurance, building access, ID, parking, pager, and keys; prepare new faculty offices; 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, including TB and FIT tests.
Keep department policies and procedures current.
Compile and trend operational and quality data for physician, Medical Physics, and administrative leadership review.
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 summarizing key indicators, open issues, corrective actions, responsible parties, and progress.
Partner with Medical Physics leadership to track required machine and treatment-equipment QA schedules, issues, and completion status, and escalate 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; manage equipment tagging and office supply needs.
Support clinical department management and implement plans for clinical educational programs and initiatives.
Act as a liaison between the section and other University departments.
Perform other related work as needed.