Job Description

The Clinical Support Manager oversees the Clinical Support Team—comprising Medical Assistants (MAs) and Office Admins (OAs)—across all Vivia Health clinic locations. This leadership role supervises team performance, optimizes clinic operations, and ensures high-quality, integrated care in collaboration with clinical providers. The ideal candidate brings administrative and clinical expertise, a hands-on leadership style, and the ability to fill in as an MA or OA to maintain uninterrupted clinic support.

Key Responsibilities

Team Supervision & Leadership

• Supervise, coach, and support the Clinical Support Team (MAs and OAs) across all clinic sites.
• Conduct regular team meetings, performance evaluations, and one-on-one check-ins.
• Coordinate onboarding and training for new hires, ensuring proficiency in Athena EHR, Microsoft Office, clinical workflows, and patient communication.
• Promote a culture of collaboration, accountability, and continuous improvement.
• Monitor attendance, shift coverage, and staffing needs; create flexible schedules that meet clinic demands.

Operations & Workflow Optimization

• Oversee daily operations across front and back office to ensure efficient patient flow and a welcoming environment.
• Standardize and enforce protocols for patient check-in/out, vital collection, appointment scheduling, and documentation.
• Ensure OAs maintain an accurate patient census, and that MAs support providers with timely and well-documented clinical tasks.
• Step in to provide direct coverage as needed—either at the front desk (OA) or in patient care (MA).

Quality Assurance & Compliance

• Ensure adherence to HIPAA, OSHA, and clinic-specific policies.
• Conduct periodic audits of patient records, appointment logs, consent forms, and clinical documentation.
• Address patient concerns or service quality issues related to the front desk or medical support.
• Collaborate with leadership to update procedures in response to changes in policy, systems, or regulations.

Training & Development

• Provide ongoing mentorship and skill-building opportunities for MAs and OAs.
• Support cross-training across roles to foster flexibility and team cohesion.
• Collaborate with clinical and HR leadership to identify and implement professional development initiatives.

Technology & Reporting

• Serve as a system superuser for AthenaOne and Microsoft Office, supporting troubleshooting and adoption.
• Analyze appointment follow-up rates, census accuracy, documentation metrics, and staffing trends.
• Report operational insights and recommendations to leadership to support data-driven decision-making.

Qualifications

Required:

• High school diploma or equivalent; Associate’s degree or higher in healthcare administration, business, or clinical discipline preferred.
• Minimum 3 years of experience in a healthcare setting, with at least 1 year in a supervisory role.
• Licensed Nurse Practitioner (LPN) or Registered Nurse (RN)
• Proficiency in AthenaOne or comparable EHR, and Microsoft Office Suite (Word, Excel, Outlook).
• Clinical knowledge and ability to provide direct MA-level support (vitals, patient prep, labs, referrals etc.).
• Bilingual (Spanish or Arabic) preferred.

Working Conditions

• Full-time, exempt position with regular Monday–Friday hours and flexibility for occasional extended or weekend shifts.
• Travel required between Rogers Park, Bucktown, and Gage Park locations. Mileage will be reimbursed.
• Active, patient-facing clinic environment with frequent standing, walking, and occasional lifting.

Compensation and Benefits:

• Salary is negotiable and commensurate with experience, with eligibility for a quarterly performance-based bonus.
• Comprehensive benefits package, including health, dental, and vision insurance.
• Paid time off, holidays, and opportunities for professional development.
• Collaborative and mission-driven work environment focused on patient access to care

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