Clinic Operations Manager (55812)

Clinic Operations Manager

Exciting opportunity to make a difference as clinic office manager at Rehab Resources!

Rehab Resources is looking for a driven and experienced Clinic Office Manager to join our incredible team!

The Clinic Office Manager serves as the administrative leader for Rehab Resources' six pediatric outpatient therapy clinics across Southeast Wisconsin. This position provides direct oversight of all front-desk and clerical staff, ensuring consistent, high-quality operations, patient and family experience, scheduling efficiency, and compliance with regulatory and billing standards across all sites.

This is a highly visible, relationship-driven role requiring someone who is operationally detail-oriented, a confident people leader, and deeply committed to creating a welcoming, child-friendly clinic environment for patients, families, and therapy staff alike.

Key Responsibilities

• Oversee the day-to-day administrative and front-office operations across all six pediatric outpatient clinic locations.
• Conduct regular site visits to monitor consistency, staff performance, and operational standards.
• Implement and maintain standardized workflows, procedures, and policies across all sites.
• Serve as the primary administrative point of contact for site-specific issues; escalate clinical or clinical operations concerns to the appropriate clinical leadership.
• Coordinate site coverage, staffing adjustments, and contingency planning for absences or surges in patient volume.
• Directly supervise, coach, schedule, and evaluate front-desk and administrative staff at all six clinic locations.
• Provide staff coverage in the event of open positions or time off coverage.
• Facilitate onboarding, training, and ongoing professional development for new and existing administrative team members.
• Conduct regular one-on-one check-ins and formal performance evaluations; provide timely, constructive feedback.
• Partner with HR and clinic leadership on performance management, corrective action, and staff recognition.
• Foster a positive, accountable, and team-oriented culture consistent with Rehab Resources' mission and values.
• Oversee patient scheduling systems to ensure efficient appointment management, minimize gaps, and optimize therapist utilization across all sites.
• Monitor waitlists, manage new patient intake workflows, and coordinate scheduling for evaluations and ongoing services.
• Identify and resolve scheduling bottlenecks or patient flow inefficiencies; report trends to leadership.
• Ensure referral intake processes are timely, accurate, and family-centered.
• Set and uphold high standards for patient and family-centered service at the front desk and throughout the administrative experience.
• Address escalated patient, family, or referral source concerns with professionalism and urgency.
• Gather and respond to patient/family feedback; implement service improvements based on findings.
• Ensure all clinic environments are welcoming, organized, and reflective of a high-quality pediatric therapy practice.
• Ensure accurate collection of patient demographics, insurance information, and authorizations at the point of scheduling and check-in.
• Monitor and communicate eligibility and authorization status to clinical and billing staff; escalate issues proactively.
• Support the billing team by ensuring front-desk processes align with revenue cycle requirements (co-pay collection, documentation reminders, etc.).
• Track and report key front-office metrics including no-show rates, schedule fill rates, and authorization lag times.
• Ensure all clinic sites operate in compliance with applicable federal, state, and payer regulations, including HIPAA.
• Maintain accurate and organized administrative records, including patient files, staff credentialing support documentation, and clinic correspondence.
• Manage office supply inventory, vendor relationships, and facility maintenance coordination across sites.
• Support accreditation, audit readiness, and quality improvement initiatives as directed by leadership.
• Serve as a consistent communication bridge between administrative staff, clinical team leads, billing, and senior leadership.
• Prepare and present regular operational reports and dashboards on key metrics (scheduling efficiency, customer service feedback, staffing, etc.).
• Participate in leadership meetings, clinic all-staff meetings, and relevant interdisciplinary huddles.
• Communicate policy updates, procedural changes, and organizational announcements to administrative staff clearly and in a timely manner.

Qualifications

Education

• Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred; equivalent combination of education and experience considered.

Experience

• Minimum 3–5 years of experience in a medical or therapy office management role, with demonstrated supervisory responsibility.
• Multi-site or multi-location experience strongly preferred.
• Experience in a pediatric healthcare, therapy, or rehabilitation setting is a significant plus.
• Familiarity with insurance verification, prior authorization processes, and healthcare billing workflows.

Skills & Competencies

• Strong leadership and staff development capabilities; ability to motivate and hold staff accountable across locations.
• Excellent interpersonal and communication skills; professional and warm demeanor with families, staff, and referral sources.
• Highly organized with the ability to manage competing priorities and multi-site responsibilities simultaneously.
• Proficiency in electronic health record (EHR) and practice management systems; experience with Raintree Health preferred. Microsoft Office 365 suite required.
• Sound judgment, discretion, and commitment to HIPAA confidentiality standards.
• Reliable personal transportation and willingness to travel regularly among clinic sites in Sheboygan, Mequon, West Bend, Johnson Creek, Brookfield, and Beaver Dam.