Program Operations Manager

Clarity Clinic • Arlington Heights, IL

1d • $95,000 - $105,000

About The Position

The Program Operations Manager – Interventional Psychiatric Services is responsible for the operational leadership, performance, and growth of Clarity Clinic’s interventional psychiatry programs, including Transcranial Magnetic Stimulation (TMS) and Esketamine.
This role oversees the operational execution of these service lines across patient access, scheduling workflows, staffing coordination, program performance monitoring, and regulatory compliance. The Program Operations Manager serves as the operational bridge between frontline interventional staff and senior leadership, ensuring services are delivered safely, efficiently, and consistently while supporting program scalability and a high-quality patient experience.

This is a hands-on leadership role focused on ownership, execution, and delivering measurable operational results. The position requires regular travel between Clarity Clinic’s Interventional Psychiatry locations to support staff, maintain operational consistency, and ensure appropriate coverage during clinical operating hours (8:00 AM – 8:00 PM).

Leaders in this role are expected to maintain a visible presence within the clinics, proactively address operational needs, and step in to support teams as necessary to ensure a high standard of patient care and service delivery.

Requirements

• Bachelor’s degree in psychology, healthcare administration, neuroscience, social work, business administration, or a related field, or equivalent professional experience
• Experience coordinating, supervising, or managing teams
• Demonstrated leadership or supervisory experience in an operational or service-based environment
• Strong organizational and operational execution skills
• Ability to manage complex workflows in a fast-paced environment
• Strong communication and problem-solving skills when working with multidisciplinary teams

Nice To Haves

• Experience working in a healthcare, behavioral health, or clinical environment
• Experience coordinating or managing TMS therapy or other interventional psychiatry services
• Experience managing multidisciplinary teams
• Familiarity with Esketamine administration protocols and REMS requirements
• Knowledge of insurance authorization workflows and healthcare billing fundamentals
• Experience working with EHR systems and healthcare scheduling platforms
• Experience launching or scaling service lines

Responsibilities

• Oversee daily operations of TMS and Esketamine services, ensuring adherence to clinical protocols, operational workflows, and safety standards.
• Translate strategic initiatives into clear operational workflows, staffing plans, and scheduling models.
• Monitor treatment throughput, referral pipelines, patient starts, completion rates, cancellations, and no-show trends.
• Ensure operational readiness for service expansion and program growth.
• Implement corrective action plans when operational or performance metrics fall below targets.
• Own intake, referral coordination, and scheduling workflows for interventional psychiatric services.
• Ensure efficient progression from referral to treatment start through streamlined intake processes.
• Partner with intake teams, Patient Care Coordinators, and clinical leadership to maximize patient access and treatment capacity.
• Identify and resolve operational barriers that delay treatment initiation or continuity.
• Provide leadership and oversight for lead interventional psychiatry coordinators and interventional psychiatry coordinators.
• Conduct onboarding, performance coaching, and ongoing staff development.
• Establish expectations for patient care quality, operational compliance, documentation accuracy, and professionalism.
• Foster a culture of accountability, collaboration, and continuous improvement.
• Ensure a consistent, high-quality patient experience from intake through treatment completion.
• Oversee patient education processes to ensure appropriate expectations for interventional psychiatric treatment.
• Address escalated patient concerns related to scheduling, treatment coordination, or operational issues.
• Support the development of patient-facing education materials and communication protocols.
• Partner with operations, intake, and revenue cycle teams to ensure timely authorizations and documentation readiness.
• Ensure clinical notes and charge slips are completed in a timely manner with the psychiatry team.
• Monitor operational metrics supporting financial sustainability and program performance.
• Support staffing and scheduling optimization to maximize treatment utilization.
• Ensure compliance with all state and federal regulations including but not limited to HIPAA, Joint Commission standards, and REMS requirements.
• Conduct routine workflow and documentation audits to ensure regulatory compliance.
• Maintain readiness for payer reviews, internal audits, and regulatory oversight.
• Identify operational inefficiencies, risks, or workflow gaps and develop solutions.
• Pilot operational improvements and scale successful processes across locations.
• Leverage data and frontline feedback to drive improvements in program performance.
• Travel to the various Clarity Clinic Interventional Psychiatry Locations and ensure coverage during operating clinical hours.

Benefits

• Full Time Salary: $95,000 - $105,000 (commensurate to years of experience)
• Bonus: 10% based on KPI performance
• Full comprehensive benefits package including health, dental vision, EAP services and more
• $100.00 Monthly Wellness Reimbursement/Stipend to promote your self-care routine & well-being
• 401k match up to 4%
• Opportunities for growth and professional development
• 20 days PTO + 5 Sick Days + 6 paid holidays

What This Job Offers

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