Manager, Clinic Operations

University of the Pacific•Stockton, CA

22h

About The Position

Under the general supervision of the Chair and the Clinic director of the Department of Endodontics in coordination with clinic leadership, manages the daily operations, staffing, financial performance, patient access, and clinical support systems for Endodontics and New Patient Intake to ensure efficient, compliant, and patient-centered delivery of care. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff. Essential Functions Manage the daily operations and staffing activities for Endodontics and new patient intake; work closely with the Clinic director and the Chair of Endodontics and liaise with other department Chairs and clinic directors to coordinate specialty, restorative, and screening services and escalate issues requiring leadership involvement. Analyze monthly and fiscal year production and utilization reports for all assigned services; maintain ongoing tracking of chair utilization and patient access metrics; collaborate with clinic directors and department chairs to improve productivity, revenue, and access to care. Update clinic fees annually and ensure fee schedules and financial protocols are correctly implemented across Endodontics and intake-driven services. Manage and oversee Endodontic services and intake protocols, including patient recall systems, maintenance of patient files and records, screening and specialty scheduling, ordering and stocking of clinical and endodontic supplies, and coordination of faculty, students, and clinical resources; maintain centralized tracking of all Endodontic and intake cases and follow up as required. Manage vendor contracts and supply chains for Endodontic instruments, materials, and clinical equipment. Coordinate all phases of Endodontic patient flow, including financial arrangements, informed consent, payment agreements, and compliance with clinic policies; ensure patients are educated on timelines and processes and are appropriately transitioned between intake, screening, treatment, and follow-up. Review missing charges, outstanding transactions, and documentation deficiencies; audit charts for accuracy, completeness, and compliance to support timely and accurate insurance billing. Create and coordinate faculty, resident, and student schedules across Endodontics, screening, and related clinical services; ensure accurate voucher submission and communicate schedule changes and protocol updates. Conduct regular student and staff huddles to ensure alignment with clinical schedules, protocols, and patient flow. Expand, support, and provide oversight of staffing and operations for Endodontic and intake-driven services, working closely with faculty, specialists, and clinic leadership. Collaborate in the development of the academic and clinical calendar to align student rotations, Endodontic clinics, private practice, night clinic, consults, and new patient screening services. Maintain and update all applicable clinic manuals, protocols, and online resources related to Endodontics and Patient Access. Review, analyze, and reconcile departmental budgets, production reports, purchasing activity, and Procard transactions; manage purchase order approvals for Endodontics and related services. Act as liaison for axiUm or similar software and related clinic software and hardware systems; troubleshoot operational issues and coordinate with IT as needed. Maintain and update electronic clinical and educational platforms related to Endodontics and intake services, including faculty schedules and protocol changes. Coach, lead, and mentor staff; manage performance through training, workload distribution, evaluations, policy enforcement, and corrective or commendation actions; conduct regular staff meetings. Provide operational, financial, and policy recommendations related to personnel, patient access, and office management. Compose and prepare confidential correspondence, reports, and faculty and student evaluations. Perform all other duties as assigned by the Chair or Clinic director of the Department of Endodontics.

Requirements

Knowledge of: Principles of management and supervision.
Accounting and billing procedures.
Business communication, including professional correspondence and reporting.
Microsoft Excel, Word, and Access.
Ability to: Communicate effectively and professionally with students, staff, faculty, and patients.
Produce clear and concise written and financial reports.
Analyze operational and financial data and make appropriate recommendations.
Exercise autonomous judgment with confidential and sensitive information.
Work independently with minimal supervision.
Lead, train, and supervise staff.
Manage complex workflows, projects, and deadlines.
Experience: Minimum of five years of office or clinic management experience.
Education: Bachelor’s degree.

Nice To Haves

Knowledge of: AxiUm or other clinical database systems.
Dental terminology, Endodontic treatment, equipment, and supplies.
Distinguishing Characteristics: Bilingual skills helpful Spanish or Cantonese highly preferred.
Experience: Five or more years of management experience in a dental or medical setting.
Other: Experience and sensitivity in working with people of diverse backgrounds and cultures.
Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in their work.

Responsibilities

Manage the daily operations and staffing activities for Endodontics and new patient intake; work closely with the Clinic director and the Chair of Endodontics and liaise with other department Chairs and clinic directors to coordinate specialty, restorative, and screening services and escalate issues requiring leadership involvement.
Analyze monthly and fiscal year production and utilization reports for all assigned services; maintain ongoing tracking of chair utilization and patient access metrics; collaborate with clinic directors and department chairs to improve productivity, revenue, and access to care.
Update clinic fees annually and ensure fee schedules and financial protocols are correctly implemented across Endodontics and intake-driven services.
Manage and oversee Endodontic services and intake protocols, including patient recall systems, maintenance of patient files and records, screening and specialty scheduling, ordering and stocking of clinical and endodontic supplies, and coordination of faculty, students, and clinical resources; maintain centralized tracking of all Endodontic and intake cases and follow up as required.
Manage vendor contracts and supply chains for Endodontic instruments, materials, and clinical equipment.
Coordinate all phases of Endodontic patient flow, including financial arrangements, informed consent, payment agreements, and compliance with clinic policies; ensure patients are educated on timelines and processes and are appropriately transitioned between intake, screening, treatment, and follow-up.
Review missing charges, outstanding transactions, and documentation deficiencies; audit charts for accuracy, completeness, and compliance to support timely and accurate insurance billing.
Create and coordinate faculty, resident, and student schedules across Endodontics, screening, and related clinical services; ensure accurate voucher submission and communicate schedule changes and protocol updates.
Conduct regular student and staff huddles to ensure alignment with clinical schedules, protocols, and patient flow.
Expand, support, and provide oversight of staffing and operations for Endodontic and intake-driven services, working closely with faculty, specialists, and clinic leadership.
Collaborate in the development of the academic and clinical calendar to align student rotations, Endodontic clinics, private practice, night clinic, consults, and new patient screening services.
Maintain and update all applicable clinic manuals, protocols, and online resources related to Endodontics and Patient Access.
Review, analyze, and reconcile departmental budgets, production reports, purchasing activity, and Procard transactions; manage purchase order approvals for Endodontics and related services.
Act as liaison for axiUm or similar software and related clinic software and hardware systems; troubleshoot operational issues and coordinate with IT as needed.
Maintain and update electronic clinical and educational platforms related to Endodontics and intake services, including faculty schedules and protocol changes.
Coach, lead, and mentor staff; manage performance through training, workload distribution, evaluations, policy enforcement, and corrective or commendation actions; conduct regular staff meetings.
Provide operational, financial, and policy recommendations related to personnel, patient access, and office management.
Compose and prepare confidential correspondence, reports, and faculty and student evaluations.
Perform all other duties as assigned by the Chair or Clinic director of the Department of Endodontics.