Operations Manager

BestCare•Redmond, OR

3h•$62,835 - $76,164

About The Position

The Operations Manager ensures the smooth and efficient operation of the clinic front office, including scheduling, patient check-in and checkout, enrollment, interpreter coordination, and phone coverage. The role supervises administrative staff and oversees hiring, coaching, training, performance management, and scheduling for direct reports. It manages standardized workflows and processes and supports Administrative Support Staff in providing efficient, dependable, and timely support to assigned programs and staff. The Operations Manager also collaborates with teams to advance strategic initiatives and organizational goals. The position oversees staff supervision and development; EHR registration, check-in, collections, scheduling, and referrals; site and system operations; and safety and compliance. Duties include monitoring work queues and documentation, maintaining clinician scheduling templates, reconciling payments and deposits, managing site inventory and fleet needs, monitoring operational costs and budgets, developing reporting and auditing processes, ensuring office systems function properly, and supporting OSHA and HIPAA compliance.

Requirements

Bachelor’s degree in Business, Management, or a related field; alternatively, an associate degree in one of these fields plus two years of high-level business administrative experience in addition to the stated experience requirements.
At least three years of previous high-level business administrative experience.
At least two years of staff supervision or leadership experience.
Maintain a valid Oregon driver license or be able to obtain one upon hire, and be insurable under the organization’s auto liability coverage policy.
Be at least 21 years old and have no Type A violations in the past three years, or three or more Type B violations, to meet the stated insurability criteria.
Have a reliable vehicle with adequate insurance for travel as needed.

Nice To Haves

Bilingual in English and Spanish.

Responsibilities

Supervise and support administrative staff, including accountability, attendance and performance management, coaching, recruitment and hiring, time-off and timecard approvals, and onboarding and offboarding.
Hold regular team meetings, set performance goals and service targets, and consult with Human Resources on employee relations, performance, training, and engagement.
Manage and monitor EHR registration and referral work queues, provide staff feedback, and ensure staff proficiency and timely, accurate documentation.
Follow and support standardized workflows, contribute to workflow and reference-material development, and partner with the ESA team to improve system clarity and use.
Manage Epic templates and ensure adequate clinician availability and timely client scheduling.
Reconcile collected payments and deposits daily.
Ensure prompt phone coverage and a high level of customer service during business hours.
Coordinate and oversee site office supplies and inventory, and communicate facility and fleet needs and improvements with the Director and Facility Department.
Manage the fleet, track operational costs, and monitor the budget.
Develop reporting and auditing processes, review team-leader performance reports, and use data analytics to assess operations and drive continuous improvement.
Implement processes and policies that support efficient service delivery and changing organizational needs.
Coordinate with systems support staff to maintain office equipment, telephone systems, computers, and computer networks.
Ensure appropriate front desk and administrative support coverage.
Work regularly with the Program Director and collaborate with other site managers and the system administrative department to meet goals and support efficient administrative functions.
Attend system-wide Safety Committee meetings, represent the assigned site or sites, and share committee updates and safety topics with site staff monthly.
Complete and submit monthly Safety Checklists and ensure timely OSHA 300 documentation.
Follow safe work practices and protect employee and patient health and safety in accordance with OSHA regulations.
Protect individually identifiable health information under HIPAA and complete quarterly privacy walkthroughs with the compliance department.
Follow policies, procedures, guidelines, and workflows; complete required compliance training on time; and use the electronic incident reporting system as needed.
Perform other operational duties as assigned.