"Supervisor, Clinical Operations"

Overview

Under the direction of the Lead Administrator and in collaboration with the Orthopaedics Vice Chair of Clinical Affairs, assist in the planning, organization, and daily operations of clinical activities within the Department of Orthopaedics. The Supervisor, Clinical Operations ensures the implementation of programs, policies and procedures developed through effective collaboration with the Division Administrators, Yale New Haven Health, Yale Medicine, and the Yale Medicine CARE Center strategics partners to ensure operational efficiency, as well as faculty and patient satisfaction. This position will support all clinical operational schedule coordination, procedures and programmatic activity for the department. This role will be responsible for all individual/departmental clinics, operating room schedules, and the corresponding calendar updates and tracking of all changes, to inform the division administrators and other departmental leadership of opportunities for increasing and or optimizing utilization for the department. This role will lead the department’s reporting efforts for utilization and efficiency by monitoring provider, departmental, and practice KPI’s. This role will analyze and synthesize information into accurate and timely reports to aid in developing strategies, policies, and practices to improve utilization and efficiencies.

The Clinical Operations Supervisor will act as a liaison for communicating between the Lead Administrator, Associate Director, Division Administrators, administrative staff, faculty providers, the CARE Center and the YNHH or YM clinical teams. This role will support structural and programmatic adjustments to clinical operations and make changes accordingly based on departmental missions, goals, and objectives. The supervisor will oversee procedures related to complex scheduling. The Clinical Operations Supervisor will provide supervision and assistance to Division Administrators in performance management and development, counseling and other managerial actions as needed. They will participate in research and reporting related to clinical operations, practice performance, and related projects as directed by the Division Administrators Overview.

Supervises technical or clerical staff within a unit or department of an administrative office. Responsibilities include program development, grant management, and faculty, staff, and student services. Manages day-to-day operations, administrative support, and policy implementation. Coordinates faculty search processes, oversees building initiatives, manages lab operations, and ensures safety protocol compliance. Provides input on hiring decisions, manages lab finances, and oversees the maintenance and repair of equipment. Acts as the primary contact for staff, monitors performance and workload to ensure adherence to standards, and supervises programmatic activities to enhance service quality and efficiency.

Required Skills and Abilities

1. Demonstrated experience in clinical operations or healthcare administration.
2. Familiarity with clinical workflows, medical terminology, scheduling systems.
3. Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced clinical environment. Excellent attention to detail and superb organizational skills needed to support a robust clinical practice and provide administrative support to faculty and advance practice providers.
4. Excellent communication skills and ability to collaborate with a diverse, multidisciplinary team. Ability to think both strategically and creatively, take initiative, and anticipate actions needed. Ability to regularly exercise discretion, use independent judgement, critical thinking, and be a team player. Excellent interpersonal skills. The ability to establish and maintain effective relationships with faculty, staff, management, and other strategic partners to assure implementation and execution of clinical programs. Demonstrated ability to maintain professionalism and a positive attitude.
5. Demonstrated proficiency in Epic EHR system, scheduling software, and Microsoft Office Suite (strong Excel reporting) and data analysis.

Preferred Skills and Abilities

1. Master's degree in Business Management or related field with proven supervisory experience.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and EPIC software. Qgenda.
3. Proven experience working in an academic or research environment, managing clinical or technical projects.

Principal Responsibilities

1. Supervises the day-to-day activities of support staff.
2. Assesses and resolves or escalates problems arising within unit.
3. Assists in the development of policies and procedures in support of unit.
4. Assists in planning for work unit needs.
5. Participates in unit budget planning.
6. Evaluates work requests to determine if they are appropriate to the unit or another area.
7. Ensures that work flow is organized and staffed for quality efficient completion.
8. Communicates deadlines and special circumstances to staff.
9. Maintains equipment and supplies for unit.
10. Completes evaluations of direct report employees.
11. Interacts with University personnel to define work assignments and requirements and communicate progress of work.
12. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors.
13. Supervises a staff of exempt and non-exempt employees.
14. Performs other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and three years of experience or an equivalent combination of education and experience.