Operations Manager

Position Overview

The Operations Manager will oversee the administrative operations of the office and play a crucial role in ensuring the efficient and effective functioning of clinical and non-clinical operations within the office. The operations manager will ensure processes are streamlined, strive for continuous improvement, and ensure the highest standards of patient care and satisfaction.

Essential Functions

The essential functions may include, but are not limited to the following:

• Oversee and manage the daily operations of the office.
• Oversees day-to-day employee management responsibilities including monitoring timecards, approving time off, managing disciplinary actions, and ensuring staff compliance with mandatory learning and training requirements.
• Assist in the development and evolution of the organization’s clinical and operational systems, standards, policies, procedures, and guidelines.
• Ensures the office adheres to all applicable medical ethics standards.
• Assists with recruiting, hiring, training, supervising, and disciplining all staff and fosters a positive and collaborative work environment.
• Monitors and approves provider schedules to ensure timely patient access.
• Manages and orders all equipment and supplies for the office.
• Ensures patient satisfaction with patient inquiries, complaints, and conflict resolution.
• Completes monthly scorecards for providers and location with assistance from decision support; holds monthly meetings with providers on scorecards and productivity.
• Accountable for operational performance metrics, including patient throughput, provider productivity, patient satisfaction, and staff efficiency.
• Operates within the approved department budget and assists with budget preparation each year for the department
• Conducts monthly1:1 meetings will all direct reports.
• Completes annual evaluations on all direct reports.
• Works with each supervisor to create competencies for all staff and ensures competencies are completed annually.
• Works closely with the revenue cycle and providers to ensure all documentation is timely and appropriate for billing.
• Assure that all assigned staff members are fully compliant with federal, state, and local standards and regulations.
• Must be available for limited after-hours communication related to urgent operational needs.
• Participate in Family Health Center committees as appropriate.
• Complete all other duties as assigned.
  
  
  

Work-Related Experience

• Minimum of three (3) years in practice management, experience in Behavioral Health or Primary Care preferred, but not required.
• Experience with Electronic Medical Records systems preferred (Ex: EPIC)
  
  
  

Physical Demands and Work Environment

Mental:

• Ability to maintain focus and adapt/respond professionally in various situations.
• Attention to detail, possess critical thinking skills and ability to prioritize and manage multiple projects.
  
  
  

Physical:

• Attention to detail, possess critical thinking skills and ability to prioritize and manage multiple projects.
  
  
  

Working Conditions:

• Clean, well-lighted and ventilated office environment
• Minimal travel required (e.g., local meetings or regional meetings)
  
  
  

Education, Certification, and Licensure

Education: Bachelor’s degree in healthcare administration, business administration, or a related field

Certification: None

Licensure: None

Skills

• Strong analytical, problem-solving, and organizational skills; ability to manage time and multiple priorities effectively.
• Excellent verbal and written communication skills, with a focus on clarity, professionalism, and timeliness.
• Ability to interpret and apply federal, state, and local regulations in a healthcare setting.
• Proficiency in Microsoft Excel and comfort working with data and reporting tools.
• High attention to detail with a strong focus on meeting deadlines.
• Basic math competency and comfort with numerical data.