Operations Manager

Greenpoint Psychotherapy

27d

About The Position

The Operations Manager plays a critical leadership role in ensuring the efficient, compliant, and well-coordinated daily operations of the organization. This position serves as the operational backbone of the business, overseeing systems, workflows, and administrative processes that enable teams to perform at a high level and deliver excellent service. Working closely with the leadership team and administrative staff, the Operations Manager ensures that operational, billing, and client service functions run smoothly while fostering a professional, organized, and supportive work environment.

Requirements

Bachelor’s degree required; Master’s degree in Business Administration, Operations, Healthcare Administration, or a related field preferred.
5+ years of experience in operations, office management, or business administration, preferably in healthcare, professional services, or a regulated environment.
Strong knowledge of HIPAA, data privacy, and administrative compliance requirements.
Proven ability to manage workflows, systems, vendors, and cross-functional teams in a fast-paced environment.
Excellent organizational, analytical, and problem-solving skills.
Strong written and verbal communication skills.
Experience with practice management systems, CRMs, or EHR platforms strongly preferred.
Demonstrated ability to balance operational efficiency with a high-quality client and employee experience.

Responsibilities

Oversee the full client lifecycle from intake through service completion, including scheduling, documentation workflows, and offboarding processes.
Manage and optimize operational systems and platforms (e.g., CRM/EHR or practice management systems), ensuring data accuracy, confidentiality, and regulatory compliance.
Monitor schedules, cancellations, and no-shows; ensure adherence to organizational policies and service standards.
Maintain efficient intake, assignment, and capacity management processes to support service delivery.
Address escalated client or customer concerns with professionalism and discretion.
Prepare and present operational dashboards, KPIs, and performance reports for leadership.
Identify opportunities for workflow improvement, automation, and enhanced client experience.
Oversee billing and revenue cycle operations, including invoicing, claims submission, payment posting, and issue resolution.
Monitor accounts receivable, aging reports, and payment reconciliation to ensure financial accuracy.
Partner with internal teams or external vendors to ensure timely resolution of billing or payment issues.
Prepare monthly revenue, utilization, and operational performance reports for leadership review.
Maintain organized financial and operational records to support audits and reporting needs.
Coordinate onboarding and offboarding for employees and contractors, ensuring a smooth and compliant experience.
Partner with leadership to support employee engagement, morale, and retention through effective operations and communication.
Provide administrative and systems support to staff, including training on tools, workflows, and documentation standards.
Maintain accurate personnel records and support HR-related processes in collaboration with HR leadership or external partners.
Develop, maintain, and enforce operational policies and procedures to ensure consistency and efficiency.
Ensure compliance with HIPAA, OSHA, data privacy standards, and other applicable federal and state regulations.
Conduct internal audits of workflows and documentation practices to ensure adherence to policies.
Maintain required business licenses, insurance coverage, and certifications.
Manage vendor relationships and contracts (e.g., software platforms, facilities, outsourced services), including renewals and performance reviews.
Serve as a strategic thought partner to the Leadership Team on operational planning, scaling, and continuous improvement.
Participate in leadership meetings to review performance, troubleshoot issues, and advance organizational initiatives.
Support hiring processes by coordinating interviews, documentation, and onboarding logistics.
Promote a culture of collaboration, accountability, and operational excellence.
Coordinate internal meetings, communications, and cross-functional initiatives.
Represent the organization in professional networks and community or industry partnerships as needed.
Maintain and update the organization’s online presence (e.g., website content, directories, business listings).
Partner with leadership on marketing initiatives, outreach efforts, and referral or partnership development.
Support relationship-building with external partners, vendors, and referral sources to drive organizational growth.