Job Description

I. POSITION SUMMARY

The Office Manager / Clinical Operations Coordinator is responsible for ensuring that the day-to-day operations of Thrive Urgent & Wellness Center run efficiently, safely, and in full compliance with clinical and administrative standards.
This position includes comprehensive

knowledge and understanding of all clinical operations

--including IV therapy, injections, charting, lab processing, safety protocols, and infection control--to ensure accurate staff training, workflow management, and operational oversight.

Although the Office Manager is

not primarily performing hands-on clinical procedures

, they are expected to

learn, understand, and uphold all clinical processes

in collaboration with the Clinical Director to maintain excellence in patient care and team competency.

II. ESSENTIAL DUTIES & RESPONSIBILITIESA. Leadership, Training & Clinical Understanding

Learn and maintain knowledge of all

clinical procedures and workflows

at Thrive, including:
IV therapy setup and protocols, medication and injection administration, charting requirements, laboratory specimen collection and handling, and infection control standards.

Conduct and coordinate

training for all staff

(front desk, fulfillment, medical assistants, and marketing) on workflow expectations, safety compliance, and customer service standards. Support the Clinical Director in ensuring every team member is trained on proper patient interaction, confidentiality, documentation, and scope-of-practice limits. Maintain accurate training logs for all departments and update competency files regularly. Ensure all new hires are properly oriented to Thrive's operations, clinical expectations, and professional standards. Reinforce that all staff understand emergency procedures, escalation protocols, and patient privacy regulations.

B. Workplace Environment & Compliance Management

Maintain and enforce Thrive's

Environmental, Safety, and Professional Conduct Standards

across all departments.

Implement, manage, and verify the Weekly Cleaning Schedule

for all clinical and non-clinical areas, including IV bays, exam rooms, fulfillment zones, restrooms, and the front desk. Ensure compliance with

OSHA, HIPAA, and IDPH

regulations regarding sanitation, waste management, and infection control.

Enforce professional conduct

at the front desk -- staff may not sit, loiter, or congregate in patient-facing areas without an assigned duty. Conduct environmental audits and submit weekly reports on cleanliness, safety, and compliance to the Clinical Director. Maintain all logs for PPE, custodial supplies, biohazard disposal, and equipment inspection.

C. Departmental Supervision

Directly supervise the

Front Desk

and

Fulfillment Department

, ensuring seamless communication, professional patient engagement, and accuracy in supply management. Oversee patient intake, check-in/out, EMR data entry, and ensure billing-related information is entered accurately. Ensure the fulfillment team maintains appropriate labeling, inventory counts, and rotation of all medical supplies and IV products. Collaborate with the Clinical Director for stock audits, reorders, and controlled inventory documentation. Provide structured feedback and continuous performance improvement guidance to departmental staff.

D. Scheduling, Safety & Operational Oversight

Develop and manage staff schedules for all departments, including coverage for clinical, administrative, and marketing operations. Verify daily coverage for patient care, events, and outreach services. Monitor adherence to PPE use, infection control, and staff safety protocols. Address any safety or workflow issues promptly, escalating to the Clinical Director when necessary. Support the Clinical Director in managing clinic flow, patient volume adjustments, and day-to-day operational needs.

E. Billing Production & Accountability

Oversee and verify

billing production accuracy

for all services, ensuring each patient encounter, IV therapy, or procedure is properly documented, coded, and transmitted for billing. Monitor charge capture, documentation completeness, and EMR accuracy. Work with billing vendors or internal billing staff to reconcile daily transactions, resolve errors, and correct discrepancies. Maintain daily and weekly billing production reports, forwarding them to the Clinical Director for review. Assist in performance tracking and ensure all billing activities comply with federal and payer-specific standards.

F. Communication & Reporting

Serve as the

primary administrative liaison

between the staff and Clinical Director. Communicate clinical needs, training gaps, operational concerns, and compliance updates in real time. Submit weekly reports summarizing cleaning compliance, training activities, billing audits, and scheduling updates. Maintain confidentiality of all staff and patient information at all times in compliance with HIPAA and Thrive policy.

III. QUALIFICATIONS

Education:

High school diploma or equivalent required; Associate's or Bachelor's degree in healthcare administration or related field preferred.

Experience:

Minimum 3-5 years of healthcare, urgent care, or clinical administrative management experience.

Skills:

Clinical process comprehension, staff training, scheduling, billing coordination, and compliance oversight.

Certifications:

BLS/CPR required (within 30 days of hire); OSHA and HIPAA training mandatory.

Knowledge:

Full understanding of IV therapy operations, clinical safety protocols, infection control, patient documentation, and healthcare billing processes.

IV. PERFORMANCE EXPECTATIONS

Demonstrate a full understanding of clinical workflows, protocols, and compliance requirements. Maintain 100% compliance with OSHA, HIPAA, and IDPH standards. Verify the completion of all cleaning, training, and billing documentation weekly. Maintain professionalism, confidentiality, and operational readiness at all times. Collaborate effectively with the Clinical Director and uphold the clinical mission of Thrive Urgent & Wellness Center.

V. ACKNOWLEDGMENT

I acknowledge that I have reviewed and understand the responsibilities of the Office Manager / Clinical Operations Coordinator position at Thrive Urgent & Wellness Center.
I agree to:

Learn and maintain full understanding of all clinical processes,

even though my primary role is administrative and operational.

Train and support all staff

in accordance with clinical and operational policies set by the Clinical Director.

Ensure that billing, documentation, and production are completed accurately and compliantly.

Maintain a clean, safe, and professional clinic environment and uphold all organizational policies and procedures.
Job Type: Full-time

Benefits:

Paid time off
Work Location: In person