Medical Operations Manager - SUD Clinics

Janus of Santa Cruz•Santa Cruz, CA

18h

About The Position

The Medical Operations Manager is responsible for the operational oversight, coordination, and compliance of all medical services within the Substance Use Disorder (SUD) clinic. This role ensures efficient day-to-day medical operations, regulatory compliance, policy and procedure management, audit readiness, KPI tracking, credentialing, scheduling, and supply management. The position works closely with the Senior Director of Medical Services to support strategic initiatives, quality improvement, and regulatory compliance across all levels of care.

Requirements

Certified Medical Assistant or equivalent healthcare operations experience required.
Minimum of two (2) years of experience in medical operations, healthcare administration, or SUD treatment programs.
Demonstrated experience with policy and procedure management, audits, and compliance.
Strong organizational, analytical, and project management skills.
Proficiency with EHR systems, data tracking, and reporting tools.
Valid driver’s license and ability to travel as required.
Ability to manage multiple priorities in a fast-paced, high-compliance healthcare environment.
Strong attention to detail and problem-solving skills.
Ability to communicate effectively both verbally and in writing.
Physical ability to perform job duties with or without reasonable accommodation.
Ability to work collaboratively across multidisciplinary teams.

Nice To Haves

Experience with MAT, withdrawal management, and SUD regulatory requirements preferred.

Responsibilities

Oversees daily medical operations to ensure services are delivered efficiently, safely, and in compliance with all applicable laws, regulations, and accreditation standards.
Supports and implements the medical services strategic goals and operational priorities established by the Senior Director of Medical Services.
Assists in the development, implementation, review, and revision of medical policies, procedures, workflows, and clinical protocols.
Ensures operational alignment across all levels of care including SCU, RTC, MAT, Outpatient, and Perinatal programs.
Serves as a key liaison between medical staff, program leadership, and administrative departments.
Maintains ongoing readiness for internal, external, licensing, and accreditation audits.
Conducts routine chart audits, medication audits, and operational audits; tracks findings and corrective action plans.
Ensures compliance with county, state, federal, and payer-specific medical and MAT regulations.
Supports Continuous Quality Improvement (CQI) initiatives related to medical services.
Tracks, analyzes, and reports key performance indicators (KPIs) related to medical operations, productivity, compliance, patient outcomes, and service delivery.
Prepares reports and dashboards for leadership review.
Tracks and maintains medical and nursing staff credentials, licenses, certifications, DEA registrations, and training requirements.
Ensures timely renewals of licenses, certifications, and mandatory trainings.
Maintains organized credentialing files in compliance with regulatory standards.
Assists with onboarding and offboarding of medical staff.
Supports medical leadership with scheduling, coverage planning, and staffing coordination.
Oversees and coordinates medical department schedules to ensure adequate coverage and continuity of care.
Monitors staffing levels and assists with workforce planning.
Coordinates call schedules, PTO tracking, and coverage adjustments.
Ensures schedules align with regulatory, contractual, and patient care requirements.
Manages ordering, inventory, and tracking of all medical supplies, medications, and equipment.
Coordinates with vendors, pharmacy partners, and internal departments to ensure timely procurement.
Monitors usage trends and budget impact related to medical supplies.
Ensures proper storage, handling, and documentation of medications and medical supplies.
Provides direct operational support to the Senior Director of Medical Services.
Prepares reports, data summaries, and operational updates for leadership meetings.
Assists with budgeting, forecasting, and resource planning for medical services.
Collaborates with finance, HR, compliance, IT, and program leadership to resolve operational issues.
Supports implementation of new services, workflows, and clinical initiatives.
Ensures compliance with infection control, universal precautions, and workplace safety standards.
Supports emergency preparedness planning, including disaster and continuity-of-care planning for MAT services.
Identifies operational risks and escalates concerns to leadership promptly.
Ensures staff compliance with required trainings and safety protocols.
Participates in required meetings, trainings, and committees.
Performs additional duties as assigned by the Senior Director of Medical Services.
Supports organizational initiatives and continuous improvement efforts.