Status & Schedule: Full-time, generally Mon – Fri, 8am – 5pm

Department: Administration

Reports to: Clinical Administrator

Supervision Exercised: Non-supervisory

Job ID: BC.ADMIN.11

Job Purpose: Clinical Systems Optimization Specialist

This position will focus on optimizing clinical systems, quality metrics, workflows, and reporting tools to improve overall clinic operations and patient care. You will be a key resource for supporting clinical staff, facilitating training on system tools, and managing reporting processes to monitor performance metrics. Additionally, you will work closely with clinic leadership to drive continuous improvement in operational efficiency, data management, and the overall patient experience.

Qualifications, Education, & Experience

• Previous experience in a clinical or healthcare setting, with expertise in supporting and optimizing clinical systems.

• Strong understanding of data analysis, reporting tools, and performance monitoring systems.

• Experience in workflow analysis and process improvement in a healthcare or clinical environment is a plus.

• Bachelor’s degree in healthcare, business administration, or related field preferred. Experience in lieu of education may be considered.

• Relevant training or certifications in healthcare technologies or systems optimization preferred.

Essential Responsibilities: Clinical Systems Optimization

1. Clinical Systems Support & Optimization:

• Serve as a primary resource for clinical staff in using healthcare systems and technologies effectively, providing ongoing training and troubleshooting support.

• Collaborate with leadership to assess and optimize clinical workflows and ensure systems are being utilized to their full potential.

• Identify opportunities for system improvements and process enhancements to streamline clinic operations, ensuring high levels of efficiency and accuracy.

• Conduct regular assessments of system performance, address issues, and propose improvements to meet clinic needs.

• Provide training and resources to staff to ensure they are up-to-date with system features and best practices, fostering effective use of technology in the clinic.

2. Data Management & Reporting:

• Manage and generate clinical system reports, tracking key metrics such as patient outcomes, operational performance, and staff efficiency.

• Analyze data to identify trends and areas for improvement, presenting actionable insights to clinic leadership.

• Develop custom reports and dashboards tailored to the clinic’s needs, providing data that informs decision-making and performance tracking.

• Support the clinical team in understanding and utilizing reporting tools to monitor key performance indicators (KPIs) and enhance clinic operations.

• Quality Coordination & Compliance:

• Lead quality improvement initiatives to enhance patient care, operational efficiency, and compliance with regulatory standards.

• Ensure adherence to accreditation and compliance standards (e.g., CMS, OSHA, HIPAA).

• Develop and maintain policies, protocols, and standard operating procedures (SOPs) to support clinical quality and patient safety.

• Conduct audits and assessments to ensure adherence to best practices, identifying areas for improvement and implementing corrective actions.

• Assist in incident reporting, root cause analysis, and process improvements to enhance patient safety.

• Serve as a liaison between clinical teams and leadership to ensure quality initiatives align with organizational goals.

3. Collaboration & Continuous Improvement:

• Work closely with multidisciplinary teams to ensure systems are aligned with clinic goals and regulatory requirements.

• Assist in monitoring and improving operational processes, leveraging data to guide decisions on staffing, patient care, and resource allocation.

• Participate in ongoing training and professional development to stay current with industry trends and technological advancements.

• Foster a culture of continuous improvement by suggesting and implementing changes that enhance patient care, staff satisfaction, and overall clinic performance.

4. Ensure compliance with company policies and procedures as applicable to area(s) of responsibility.

5. Handle confidential information and materials appropriately and maintain a secure work area.

6. Other duties as assigned.

Essential Responsibilities: ORGANIZATIONAL TEAM MEMBER

• Participate in quality and organizational process improvement activities when requested.

• Support and contribute to effective safety, quality, and risk management efforts by adhering to established policies and procedures, maintaining a safe environment, promoting accident prevention, and identifying and reporting potential liabilities.

• Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner.

• Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization.

• Provide excellent customer service to all internal and external customers, which includes team members, patients, students, visitors, and vendors, by consistently exceeding the customer’s expectations.

• Advance personal knowledge base by pursuing continuing education to enhance professional competence.

• Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards.

• Represent organization at meetings and conferences as applicable.

Knowledge, Skills, & Abilities:

• Strong proficiency in clinical systems and technologies, with the ability to troubleshoot and support end-users.

• Experience in data analysis, report generation, and performance monitoring.

• Excellent communication and interpersonal skills to work effectively with clinical teams and leadership.

• Strong organizational skills with the ability to manage multiple priorities and tasks in a fast-paced environment.

• Problem-solving skills and an analytical mindset to identify areas for improvement and implement changes effectively.

• Critical attention to detail for accuracy, timeliness, and organization of assigned work.

• Ability to report to work as scheduled, and willingness to work a flexible schedule when needed.

• Proficient in Electronic Health Records (EHR), Microsoft Office Suite and Windows Operating System (OS).

• Knowledge and understanding of how the positions’ responsibilities contribute to the department and company goals and mission.

• Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse.

• Training in, awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practices.

• Excellent people skills and friendly demeanor, with a non-judgmental approach.

• Ability to handle stress and sensitive situations effectively while projecting professionalism.

• Ability to communicate professionally, both conversing and written.

• Ability to work with diverse populations and interact with people of differing personalities and backgrounds.

• Sensitive to economic considerations, human needs and aware of how one’s actions may affect others.

• Poised; maintains composure and sense of purpose.

Working Conditions: (Administrative/Office Clerical)

This position must have the ability to remain in a stationary position, often for long periods of time, and occasionally move about inside the office to access office machinery; and frequently communicate and exchange accurate information.

Work Condition: Healthcare Facility

• Employee generally works within the interior of a healthcare facility office.

• Employee may travel locally and be responsible for own transportation; out of area travel may be required on occasion.

• Hours of operations and specific staff scheduling may vary based on operational need.

• The healthcare facility office environment is clean with a comfortable temperature and moderate noise level.

Exposed to:

• Healthcare facility cold and heat controls.

• Close contact with employees and the public, in a healthcare facility.

• Potential exposure to communicable diseases.

• Potential exposure to escalated or angry patients.

Machines, equipment, tools, and supplies used:

• Constantly operates a computer and other office productivity machinery, such as postage machine, fax, copier, calculator, multi-line telephone system, scanner.

• May answer a high volume of telephone calls, complete documentation, and use computer programs to either obtain or record information.

• May be required to use standard precautions due to threat of exposure to blood and bodily fluids.

Multiple Duties: Must be able to work under conditions of frequent interruption and be able to stay on task.

Other Information:

This job description is intended to provide only basic guidelines for meeting job requirements. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of Bay Clinic employees. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.