Status: Mid-Level Manager
Reports To: Clinical Director (clinical systems), Director of Operations (workflow systems)
Supervises: Dental Assistants, Sterilization Techs, Hygiene Assistants
Collaborates With: Patient Operations Manager, Financial Director (supply budgets), Hygienist Lead
Compensation Range: $55,000–$75,000/year (experience & certifications)
Position Summary
The Clinical Operations Manager (COM) is responsible for the efficiency, readiness, and overall performance of the back-office clinical environment. This role ensures that all clinical systems, room readiness workflows, sterilization standards, clinical staff performance, and supply management operate with precision every single day.
The COM creates consistency for providers, eliminates bottlenecks, reduces operational delays, and upholds compliance with OSHA, CDC, HIPAA, and infection control standards. This position is essential for maintaining a predictable, high-production clinical day and optimizing patient care at scale.
Core Responsibilities
Clinical Workflow & Efficiency
- Oversee daily room readiness, turnover standards, tray setups, and operatory organization.
- Ensure all clinical support staff follow consistent clinical workflows aligned with the Clinical Director and DOO.
- Monitor clinical schedule in real-time to prevent bottlenecks or delays in provider movement.
- Conduct daily readiness audits and ensure 100% completion of clinical checklists.
Clinical Staff Management
- Supervise, direct, and coach dental assistants, sterilization techs, and hygiene support staff.
- Create staff assignments for each provider and adjust throughout the day as needed.
- Deliver performance coaching, correction, documentation, and accountability for all clinical team members.
- Onboard, train, and certify new assistants — ensuring they meet speed, accuracy, and professionalism standards.
Hygiene & Provider Support
- Ensure the hygiene department receives consistent support for exams, room turnover, and documentation.
- Guarantee doctors have a fully prepared room, equipment, materials, and assistant support at every procedure.
- Identify and eliminate clinical workflow gaps that slow down exams or restorative appointments.
Supply & Inventory Management
- Maintain inventory systems for all supplies and instruments.
- Prevent shortages, over-ordering, waste, or duplicate spending.
- Review supply budgets with the Financial Director to keep expenses within target.
- Manage vendor relationships, order cycles, back-orders, returns, and product standardization.
Sterilization, Compliance & Safety
- Uphold all OSHA, CDC, HIPAA, risk management, and sterilization standards.
- Ensure 100% compliance with infection control protocols and spore testing.
- Monitor and maintain equipment functionality; coordinate repairs immediately.
- Maintain logs: sterilization, spore testing, x-ray dosimetry, equipment maintenance, and safety checks.
Clinical Communication & Coordination
- Ensure seamless communication between clinical, admin, and hygiene teams.
- Attend leadership meetings and provide the DOO/Clinical Director with weekly status updates.
- Ensure the admin team has accurate procedure codes, appointment lengths, chair requirements, and clinical notes.
Operational Improvement
- Conduct root-cause analysis when clinical delays occur and implement corrective action.
- Continuously refine workflows to improve efficiency and patient experience.
- Partner with the DOO and Clinical Director to build training materials, protocols, and updated SOPs.
KPIs (Key Performance Indicators)
Clinical Efficiency
- Room turnover time: < 10 minutes
- Chair readiness score: ≥ 95%
- Provider idle time: < 3% daily
- Hygiene exam delays: < 5%
Team Performance
- Assistant performance score: ≥ 85%
- Training completion rate: 100%
- Clinical staffing coverage: 100% for all active providers
Compliance & Safety
- Sterilization compliance: 100%
- OSHA audit score: ≥ 95%
- Equipment downtime: < 3%
Inventory & Cost Control
- Supply budget compliance: On budget
- Emergency supply orders: < 5% of total orders
- Standardization compliance: ≥ 95%
Indicators of Success
- Providers move room to room without delay or confusion.
- Rooms stay consistently stocked, organized, and ready for any procedure.
- Supply costs stabilize and decrease due to improved oversight.
- Hygiene exams run smoothly with minimal interruptions.
- Assistants are trained, confident, and performing with consistency.
- The clinical department becomes predictable, compliant, and efficient.
Training Requirements
- Foundational Knowledge
- Chairside workflow mastery
- Time management & clinical flow optimization
- Sterilization, infection control & OSHA/CDC compliance\
- Instrument processing and room readiness fundamentals
- Clinical equipment maintenance & reporting procedures
- Supply budgeting and procurement
Within First 90 Days
- Build and lead assistant training systems
- Implement daily readiness checklists and audits
- Align communication systems with admin + clinical
- Introduce workflow improvement strategies
- Establish supply par levels and inventory forecasting
Promotion Pathway
Dental Assistant → Senior Assistant → Lead Assistant → Clinical Operations Manager → Regional Clinical Operations (future expansion)
Advancement Based On:
- High organization and strong workflow management
- Ability to train and elevate clinical staff
- Cost control and supply management
- Reliability, leadership presence, and initiative