Operative Suite Lead

The Operative Suite Lead at Generation Next Fertility is a role that aims to create exceptional care in the operating room and recovery areas. The individual in this position will be responsible for overseeing surgical assistance during procedures, handling of specimen, pathology reviews and communication of results. This role involves leading and training staff, coordinating schedules, monitoring staff performance and implementing improvements that align with organizational goals. The Operative Suite Lead ensures sterilization protocols are meticulously followed, manages supply inventories, and handles all aspects of regulatory compliance and inspections. This role reports directly to the Operations Director and Founders.  

Timeframe of work (based on schedule): 7:00am – 5:00pm  

Location: In-Person Position 

Schedule: Monday-Saturday, Weekends and Holidays

JOB RESPONSIBILITIES AND CAREER PATH 

This position is divided into three phases: two initial training phases followed by a third phase in which managing responsibilities are integrated. 

PHASE 1 – OR/Recovery/PreOp Training (3 months) 

Responsibilities Involved: 

 Admit patients for surgical procedures, obtain and document medical histories, communicate pertinent clinical updates to the healthcare team, maintain accurate and organized electronic medical records (EMR), and ensure patients have appropriately completed all pre-operative instructions. 

 Assist physicians during surgical procedures, including egg retrievals, hysteroscopies, embryo transfers, dilation and curettage (D&C), cyst aspirations, ovarian PRP injections, and other procedures performed within the fertility center. 

Prepare procedure rooms and surgical equipment, maintain sterile fields, perform instrument sterilization, and adhere to all sterile processing and infection control protocols. 

Prepare, label, and handle laboratory specimens, including tissue samples and test tubes, while ensuring proper specimen identification and transport. 

Monitor and facilitate patient recovery, provide comprehensive post-operative instructions both verbally and in writing, and collaborate with the Medley Recovery Nurse to ensure safe and effective post-operative care. 

Prepare daily surgical schedules, assemble pre-operative paper packets, and maintain anesthesia consents, anesthesia records, and all required paper medical records. 

Cross-train with the Concierge Team to develop proficiency in all aspects of patient care and ensure seamless interdisciplinary support throughout the practice. 

Train and mentor newly hired clinical staff, providing education on clinical workflows, operating room protocols, sterile technique, and patient care standards. 

Assist with clinical phone calls, patient communications, and coordination of care to ensure timely follow-up and continuity of treatment. 

Work closely with the Associate Director of Clinical Operations to coordinate the onboarding and orientation of all new clinical staff, ensuring successful integration into clinical and operating room workflows. 

Maintain and organize staff credentialing and compliance records, including Basic Life Support (BLS) certification, required licensure, mandatory education, competencies, and all clinical certifications. Coordinate renewals and training to ensure continuous compliance with regulatory standards and maintain the highest level of patient safety and operating room readiness. 

Assist the Associate Director of Clinical Operations in maintaining compliance with AAAASF (American Association for Accreditation of Ambulatory Surgery Facilities) standards. Participate in accreditation preparation, quality assurance initiatives, policy and procedure updates, staff education, competency validation, regulatory audits, emergency preparedness, infection prevention, and ongoing performance improvement activities to ensure continued accreditation and the highest standards of patient safety and quality of care. 

Maintain inventory of operating room equipment, surgical instruments, medications, and clinical supplies. Perform routine inventory audits, monitor stock levels, and ensure all equipment is appropriately maintained, serviced, and available for patient care. 

Coordinate the ordering, receiving, and stocking of medical supplies, surgical instruments, medications, and office materials. Work with vendors and the Associate Director of Clinical Operations to ensure adequate inventory levels, cost-effective purchasing, and uninterrupted clinical operations while minimizing waste and preventing supply shortages. 

Collaborate with the Associate Director of Clinical Operations, Medical Director, and Head Anesthesiologist team to develop, implement, review, and update Standard Operating Procedures (SOPs) for clinical, surgical, anesthesia, and operational workflows. Ensure SOPs remain current, compliant with regulatory standards, and effectively communicated to all clinical staff. 

Coordinate and facilitate emergency preparedness drills, simulation exercises, and educational training sessions in collaboration with the Head Anesthesiologist team and Medical Director. Ensure staff competency in emergency response protocols, patient safety procedures, and operating room readiness. 

Partner with the administrative department to develop and maintain operational dashboards and tracking systems to monitor departmental performance, workflow efficiency, compliance metrics, inventory management, staff training completion, patient flow, and quality improvement initiatives. Utilize data-driven insights to identify areas for improvement and ensure timely follow-through on operational goals 

Support continuous process improvement initiatives by evaluating clinical workflows, identifying operational challenges, implementing solutions, and ensuring effective communication and accountability across clinical and administrative teams to enhance efficiency, safety, and patient experience. 

These responsibilities position the role more as a Clinical Operations Lead/OR Manager-level position, showing ownership of quality, compliance, staff readiness, and departmental efficiency. 

Learning Goals: 

• Ensure understanding of the 3 sub-departments in the OR Suite. 

• Great patient communication and positive patient interaction. 

• Ability to perform well under pressure and multitask. 

• Demonstrate understanding of the different procedures and excellent ability to assist physicians and anticipate their needs in the OR. This skillset will be evaluated by the OR Sign-Off document. 

• Understanding of cycle plans and treatment plans. This skillset will be evaluated by the Recovery Training document.  

• Understanding of the workflow within the OR suite and great communication between CAs, nurse and anesthesiologist(s).

PHASE 2 – Front Desk Training & Clinical Team Shadowing 

Responsibilities involved: 

• Answering phone calls, answering emails regarding appointments, sending Teams meeting links. 

• Checking in patients for different kinds of appointments, being able to collect payments, and being able to triage communications within department. 

Learning Goals: 

• Training of all aspects of Front Desk under supervision of Front Desk Leads 

• Understanding of eIVF system.  

• Basic knowledge of the different departments of practice and ability to triage correctly phone calls.  

• Ability to identify channels for communication. 

PHASE 3 – Operative Suite Lead Training (2 month) 

New Responsibilities Involved & Learning Goals: 

• Oversee OR schedule: Ensure correct guidelines are followed for scheduling of procedures and ensure effective communication is maintained between anesthesiologists (Dr. Alfond Ambulatory) and GNF. 

• Full Leadership Oversight: Manage the clinical team's daily operations, ensuring protocol adherence and high patient care standard as well as sterility standards and compliance with QUADA standards. 

• Medley Nurse scheduling: Book nurses through the medley app and explain the daily tasks details to a new nurse as well as train them through the daily tasks. Ability to manage scheduling timely to avoid cancellations and a continuous change.  

• Staff Scheduling: Manage shift assignments, ensure adequate coverage, and address scheduling conflicts within the OR team.] 

• Inventory: Plan the ordering of supplies, ensuring the OR/Recovery area is always stocked with necessary materials without excess wastage.  

• Surgical Instrument maintenance: Oversee the maintenance and functionality of OR/Recovery equipment, initiating repairs and upgrades as needed.  

• Operational Improvements: Identify workflow inefficiencies and propose solutions to streamline processes. 

• Demonstrate understanding and familiarity with monthly accreditation protocols (through QUADA). Serve as the point of contact for inspections, ensuring all aspects of the OR/Recovery area meet regulatory and compliance standards.  

• Performance Evaluation & Staff Development: Conduct assessments and create professional growth opportunities for clinical staff training.  

• Adherence to meetings with other departments Leaders. Ability to coordinate clinical staff’s training in other departments.  

• Overseeing of Pathology Review And communication: attend (most) pathology reviews in doctor's office, take notes and write adequate pathology notes. 

• Communication with Representatives: Ask for addendums, inquire about pricing, ask for additional information, order supplies. 

QUALIFICATIONS 

• Bachelor’s Degree (min 3.7 GPA) 

• Commitment to excellence in patient care 

• Availability on weekends, holidays, and occasional evenings 

• Able to work independently and productively, be organized and cooperative under stressful conditions including multitasking. 

• Demonstrate exceptional communication skills, respectful demeanor, empathy towards others and positive approach with patients and staff. 

• Must be well-organized, self-motivated, and have excellent communication and interpersonal skills. 

• Strong attention to detail. 

• Experienced 

• CPR/BLS certified; ACLS certification is a plus.  

• Experience leading clinical operations is desirable but not required. Training and mentorship will be provided for the right candidate.