Travel Clinic Operations Support Leader
Job Title: Travel Clinic Operations Support Leader
Department: Operations / Clinic Administration
Reports To: Practice Manager
Employment Status: Full-Time
Position Summary
The Travel Clinic Operations Support Leader is responsible for supporting the daily operations and workflow of multiple clinic locations. This position serves as an operational resource to clinic teams by promoting efficient patient flow, assisting with staffing coordination, monitoring clinic performance throughout the day, and identifying opportunities to improve operational efficiency. The Travel Clinic Operations Support Leader works collaboratively with Clinic Supervisors and leadership to support clinic operations while maintaining a consistent patient-centered experience.
This position does not have direct supervisory or disciplinary authority. Personnel performance management and employee discipline remain the responsibility of the Clinic Supervisor.
Essential Duties and Responsibilities
- Travel to assigned clinic locations to provide operational support and maintain efficient daily clinic flow.
- Assist clinics in reducing wait times and improving patient experience.
- Assess daily staffing needs and collaborate with Clinic Supervisors to optimize staff assignments based on patient volume and operational demands.
- Support front office and clinical staff during periods of high patient volume or staffing shortages.
- Observe clinic workflows and recommend process improvements that promote efficiency, consistency, and quality patient care.
- Ensure staff remain engaged in assigned responsibilities and support accountability through coaching, guidance, and real-time operational assistance.
- Assist with coordinating clinic coverage and resource allocation across multiple clinic locations.
- Serve as a resource for troubleshooting operational challenges and escalating concerns to Clinic Supervisors or leadership when appropriate.
- Promote standardized workflows, policies, and best practices across all clinic locations.
- Collaborate with providers, supervisors, and leadership to identify opportunities for continuous improvement.
- Participate in onboarding and training of new staff related to clinic workflow, operational processes, and patient flow.
- Prepare operational reports and communicate trends, challenges, and recommendations to leadership.
- Maintain compliance with organizational policies, safety standards, HIPAA regulations, and applicable healthcare requirements.
- Perform other operational duties as assigned.
Staff Support & Leadership
- Provide support, guidance, and coaching to front office and clinical support staff.
- Assist with onboarding and training of new employees.
- Monitor staff performance and provide feedback to supervisors and management.
- Promote professionalism, teamwork, accountability, and excellent customer service.
- Assist with staff meetings, training sessions, and implementation of organizational initiatives.
- Support employee engagement and morale-building activities.
Clerical & Administrative Functions
- Prepare and maintain spreadsheets, reports, presentations, and operational dashboards.
- Monitor office supply inventory and coordinate ordering as needed.
- Manage correspondence, emails, forms, and internal communications.
- Assist with document management, scanning, filing, and record retention.
- Generate productivity, attendance, and operational reports as requested.
- Maintain confidentiality of patient and employee information.
Patient Service & Quality Assurance
- Ensure patients receive exceptional customer service at all locations.
- Assist with resolving patient concerns and service recovery efforts.
- Monitor front office procedures including scheduling, registration, insurance verification, and patient communications.
- Conduct observations and audits to ensure adherence to office standards.
- Support quality improvement initiatives and patient satisfaction goals.
Compliance & Regulatory Support
- Assist with maintaining compliance with HIPAA, OSHA, CMS, and company policies.
- Participate in internal audits and operational reviews.
- Ensure proper documentation practices are followed.
- Assist in preparing offices for inspections, accreditation reviews, and regulatory visits.
Travel Requirements
- Must possess a valid California driver's license, reliable transportation, and maintain an acceptable driving record.
- Required to travel regularly between assigned clinic locations, including but not limited to Temecula, Murrieta, Hemet, and Riverside, to support operational needs.
- Conduct office visits for staff support, workflow assessments, training, quality assurance reviews, and operational oversight as directed by management.
- Attend meetings, trainings, and special projects at various clinic locations.
- Travel schedule may vary based on business needs and priorities as delegated by the Practice Manager or Executive Leadership Team.
- Mileage reimbursement will be provided in accordance with company policy for approved business travel.
Additional Duties
- Participate in special projects and organizational initiatives.
- Assist with implementation of new systems, workflows, and technology.
- Perform other duties as assigned by the Practice Manager or Executive Leadership Team.
Qualifications
Education
- Associate degree in Healthcare Administration, Business Administration, Healthcare Management, or related field preferred.
- High School Diploma or equivalent required.
Experience
- Minimum of 2 -3 years of medical office, healthcare administration, or clinic operations experience required.
- Previous supervisory, lead, or management experience preferred.
- Multi-site healthcare experience preferred.
Knowledge, Skills, and Abilities
- Strong clerical, organizational, and administrative skills.
- Excellent verbal and written communication skills.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Strong problem-solving and critical-thinking abilities.
- Ability to maintain professionalism and confidentiality.
- Strong customer service and conflict-resolution skills.
- Ability to work independently and collaboratively.
- Strong attention to detail and accuracy.
- Ability to analyze operational data and prepare reports.
Computer Proficiency
Must be proficient in:
- Microsoft Excel (spreadsheets, formulas, reporting, data tracking)
- Microsoft PowerPoint (presentations and training materials)
- Microsoft Word
- Microsoft Outlook
- Adobe Acrobat/PDF management
- Electronic Medical Record (EMR/EHR) systems
- Practice Management Software
- Internet and web-based applications
- Data entry and database management
Physical Requirements
- Ability to sit, stand, walk, bend, and lift up to 25 pounds.
- Ability to travel between multiple office locations.
- Ability to operate standard office equipment, including computers, printers, scanners, and telephones.
Preferred Characteristics
- Strong leadership presence.
- Positive attitude and team-oriented mindset.
- Adaptable and able to manage changing priorities.
- Highly organized and dependable.
- Ability to effectively support multiple locations and departments.
- Commitment to providing exceptional patient and employee experiences.
Salary Range: Competitive and commensurate with experience.
Work Schedule: Full-Time, Monday through Friday, with occasional travel and flexibility based on operational needs and for special events.
Pay: $21.00 - $27.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Customer service: 1 year (Required)
- Organizational skills: 1 year (Required)
Work Location: In person
