Operations Manager- Outpatient Pediatric Therapy Clinic

Job Description

Love leading people, solving problems, and making things run smoothly? You might be the perfect fit to help us deliver exceptional care to kids and families.

About the Role

As Operations Manager, you are the strategic leader and systems builder behind the scenes-ensuring that our clinic runs smoothly, efficiently, and in alignment with our mission. You guide the administrative and operational teams, take proactive ownership of responsibilities, and ensure the clinic is set up for long-term success.

You lead with clarity, integrity, and initiative-taking charge of what needs to be done and informing leadership only when essential. Your ability to manage details without losing sight of the bigger picture directly supports the therapists, the families we serve, and the overall health of the organization.

Key Responsibilities

Clinic Operations & Workflow Optimization

Continuously assess and improve operational systems to reduce inefficiencies and support long-term sustainability

Develop and refine workflows to align with changes in the industry, technology, and insurance policy requirements

Ensure all administrative duties are appropriately delegated to and completed by junior staff

Proactively take initiative on operational issues and implement solutions without needing direction

Brainstorm and develop ideas to enhance systems, services, and client satisfaction

Administrative & Team Leadership

Lead and support administrative and clinical support staff across front office, referrals, intake, and other clerical functions

Set a positive tone for workplace culture by fostering collaboration, trust, and accountability

Ensure team members are operating at their full potential through regular check-ins, coaching, and delegation

Oversee team performance, including setting clear expectations and conducting performance evaluations

Hold administrative staff accountable for task completion and professionalism

Prevent HR issues through proactive leadership and address concerns early with discretion and empathy

Credentialing, Scheduling & Insurance Oversight

Manage and oversee credentialing, re-credentialing, and payer enrollment for all providers

Maintain up-to-date documentation for licenses, CAQH profiles, and insurance affiliations

Coordinate with billing and front office team to ensure smooth provider onboarding and continuity of care

Ensure all clinician schedules are full and in alignment with the clinic's mission and caseload requirements

Oversee updates to insurance requirements and communicate implications across company divisions

Billing & Family Communication

Serve as the liaison between the billing team and families to ensure clear, compassionate communication

Monitor processes to ensure billing-related tasks are timely, compliant, and family-centered

Assist families in understanding financial responsibilities and navigating authorizations and coverage

HR & Onboarding Support

Strives to maintain a positive and uplifting company culture.

Oversee all HR-related responsibilities for both clinical and clerical teams, including documentation and policy adherence

Act as the first point of contact for potential personnel issues and escalate only when necessary

Gather onboarding materials and key information for new hires to streamline their integration into the team

Facilities Management & Compliance

Ensure facilities are safe, well-maintained, and fully equipped to meet the needs of staff and families

Proactively address facility-related needs to prevent disruptions to care

Serve as Compliance Officer overseeing HIPAA, OSHA, Fraud Waste & Abuse along with enforcing company policies related to privacy, attendance, scheduling, etc.

Uphold consistent standards and professional expectations across all members of the team

Leadership Communication & Initiative

Keep the CEO informed of critical or high-level items requiring leadership input

Exercise good judgment in handling issues independently without needing approval for day-to-day matters

Provide regular strategic insights and recommendations to leadership while taking full responsibility for executing operational goals

Ideal Candidate Profile

You'll thrive in this role if you:

- Lead with confidence, integrity, and initiative

- Are solutions-oriented and enjoy developing processes that serve both people and systems

- Have prior experience managing both clerical and clinical teams in a healthcare or therapy setting

- Have direct experience with insurance authorizations and verification of benefits, and understand how they impact care access and workflow

- Understand provider credentialing, payer enrollment, and the pediatric therapy landscape

- Communicate professionally and effectively with families, staff, payers, and leadership

- Are comfortable making independent decisions, handling sensitive issues discreetly, and fostering a strong team culture

Compensation & Benefits

Paid time off and holidays

401(k) with company match

Health insurance reimbursement

A leadership position that directly supports families and makes a lasting impact

A collaborative, mission-driven team that values your insight, initiative, and structure

Job Posted by ApplicantPro

Full-time