Clinic Manager

Clinic Manager

The Institute of Complementary Medicine (ICM) is one of Seattle's premier integrative and functional/ naturopathic medicine practices. Our team of physicians and healthcare professionals is dedicated to providing exceptional patient-centered care through a combination of evidence-informed natural medicine, primary care, preventive medicine, specialty services, IV therapy, laboratory services, and innovative treatment approaches.

We are seeking an organized, hands-on Clinic Manager to lead the daily operations of our practice and directly support our front desk and clinical support staff!

The ideal Clinic Manager candidate is optimistic, curious, emotionally intelligent, and collaborative in their approach. They earn credibility by first understanding people, culture, and processes, then partnering with others to drive meaningful and sustainable improvement. This position works full-time on-site in our Seattle office; regular on-site presence is required to lead staff and support daily operations.

Key Responsibilities of the Clinic Manager:

Daily Operations

• Oversee day-to-day clinic operations, including opening/closing procedures, patient flow, and front desk coverage
• Monitor daily staffing levels and scheduling; arrange coverage for call-outs and gaps
• Identify and resolve routine operational issues as they arise
• Ensure staff follow existing Standard Operating Procedures (SOPs); flag needed updates to leadership rather than authoring new SOPs independently

Direct Staff Supervision

• Directly supervise front desk and other non-clinical support staff (excluding billing, which is led by ICM's Billing Manager, a separate role reporting directly to the Managing Partner)
• Conduct regular check-ins and address day-to-day performance issues
• Support onboarding and initial training of new front-line staff
• Escalate significant employee relations, disciplinary, or hiring/termination decisions to the Managing Partner and CEO rather than making them independently

Patient Experience

• Ensure a smooth, professional patient experience at check-in, checkout, and scheduling
• Address and resolve day-to-day patient concerns not related to billing or insurance (route billing/insurance/payment concerns to the Billing Manager); escalate significant non-billing complaints to leadership
• Monitor day-to-day service quality and flag recurring issues

Facilities & Vendor Coordination

• Coordinate routine facilities needs, maintenance requests, and office supply/equipment ordering
• Serve as the point of contact for day-to-day vendor coordination (not vendor contract negotiation or selection)
• Help maintain a safe, organized, and professional clinic environment

Compliance Support

• Support HIPAA and OSHA compliance at the operational level (postings, routine documentation, day-to-day adherence), excluding billing- and insurance-related compliance, which is owned by the Billing Manager
• Report compliance concerns or incidents to leadership promptly
• Assist with policy rollout at the staff level; policy development remains with leadership

Qualifications the Clinic Manager will bring:

Required

• Minimum 3 years of experience directly supervising staff, ideally in a healthcare or clinical setting
• Strong organizational and communication skills
• Comfortable managing multiple day-to-day priorities in a fast-paced environment
• Proficiency with electronic medical records and standard office/scheduling software
• Ability to handle patient and staff issues calmly and professionally in real time

Preferred

• Experience in a naturopathic, integrative, functional medicine, or concierge medicine setting
• Familiarity with CharmHealth or comparable EHR platforms
• Experience with medical billing and front desk operations

Candidate characteristics we are seeking:

• A hands-on, present leader who's comfortable being on the floor, not just behind a desk
• Organized and consistent about following through on day-to-day details
• Able to hold staff accountable while keeping working relationships positive
• Calm and solutions-focused when problems come up mid-day
• Interested in operational work, not primarily strategic or financial leadership

Compensation and Benefits:

• $35.50 - $41.00 per hour, depending on experience
• Health insurance
• Paid Time Off
• Paid Holidays
• Continuing education opportunities
• Employee discounts on services and products

What we do:

At ICM, we envision a model of healthcare that combines the best of both conventional and natural medicine to benefit your health. Our doctors are highly trained experts in their fields and take the time to listen and properly address your health concerns. They take the time to listen to your story, thoroughly evaluate the cause of symptoms, and offer practical solutions to improve your health.

Check us out here: https://icmedicine.com

If you're interested in becoming part of this dynamic team, please apply today!

Institute for Complementary Medicine has partnered with All Things HR, an external HR Consulting Company, to assist with the recruitment process.