Front Office Operations Specialist

Ivyrehab • Philadelphia, PA

4d

About The Position

The Front Office Operations Specialist, Pediatrics serves as an operational partner to the Director of Front Office Operations, Pediatrics. The role coordinates and project manages strategic initiatives, monitors operational performance, supports process improvement, and facilitates collaboration across the pediatric division. The specialist supports pediatric front office operations by managing initiatives, identifying performance improvement opportunities, and partnering with leaders to promote operational consistency and efficiency.

The position analyzes operational and revenue cycle data; develops reports and dashboards; conducts audits and workflow reviews; monitors key performance indicators; and translates data into actionable insights. It coordinates operational initiatives and project deliverables across local, regional, and territory-level operations, supporting rollouts of programs, enhancements, acquisitions, and workflow changes.

The specialist also supports front office workflow optimization, operational standards and documentation, training and onboarding, and change management. The role collaborates with Revenue Cycle, Clinical Operations, Front Office Operations, Infinx, Patient Experience, and other support functions. It prepares presentations, scorecards, executive summaries, and leadership reports, and supports the Director with meeting follow-up and strategic planning.

Requirements

• At least 3 years of experience in healthcare operations, program coordination, project management, business operations, or a related role.
• Strong analytical and problem-solving skills, including the ability to interpret data and act on it.
• Demonstrated experience managing multiple priorities and projects simultaneously.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and reporting tools.
• Experience working with EMR or practice management systems.
• Excellent written and verbal communication skills.
• Strong relationship-building, organizational, and stakeholder-management capabilities.
• Ability to work independently while managing competing priorities.

Nice To Haves

• Bachelor's degree in Business Administration, Healthcare Administration, Operations Management, or a related field; equivalent experience may be considered.
• Experience in pediatric healthcare, rehabilitation, or ambulatory care operations.
• Familiarity with front office operations, scheduling, patient access, authorizations, and revenue cycle workflows.
• Experience supporting operational improvement, process optimization, or change management initiatives.
• Knowledge of KPI reporting, dashboard development, and performance monitoring.

Responsibilities

• Analyze operational and revenue cycle data to identify trends, performance gaps, opportunities, and risks.
• Develop, maintain, and distribute reports and dashboards covering front office performance, patient access, scheduling, authorizations, collections, and other business metrics.
• Conduct audits and workflow reviews to assess operational effectiveness and adherence to standards.
• Monitor key performance indicators and provide actionable recommendations to improve operational outcomes.
• Translate complex data into insights that support decision-making and operational strategy.
• Coordinate implementation of pediatric operational initiatives across local, regional, and territory-level operations.
• Manage project timelines, deliverables, stakeholder communications, and action plans.
• Track initiative progress, identify risks or barriers, and follow up to maintain momentum.
• Support rollouts of new programs, operational enhancements, acquisitions, and workflow changes.
• Facilitate project meetings and maintain accountability for deliverables and follow-up actions.
• Identify opportunities to improve front office workflows, operational efficiency, and patient experience.
• Support evaluation and optimization of front office processes and assist in developing and maintaining operational standards, procedures, and workflow documentation.
• Partner with stakeholders to translate initiatives into training materials, onboarding resources, and operational workflows.
• Identify operational knowledge gaps and collaborate with onboarding and training teams on education and training solutions.
• Support change management through communication planning, stakeholder engagement, and implementation support.
• Collaborate with Revenue Cycle, Clinical Operations, Front Office Operations, Infinx, Patient Experience, and other support functions.
• Build relationships with organizational leaders and stakeholders and facilitate cross-team communication and collaboration.
• Develop presentations, scorecards, executive summaries, and leadership reporting materials.
• Support the Director of Front Office Operations in meetings and provide recaps, recommendations, and follow-up support.
• Assist with strategic planning through project coordination, data analysis, and operational execution.
• Maintain visibility into department priorities, progress, outcomes, and areas requiring attention.

Benefits

• Eligibility for a full benefits package beginning within the first month of employment.
• Generous paid time off plans.
• Paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level