DIRECTOR OF PRACTICE OPERATIONS

Job Description

Job Description

Benefits:

• 401(k) matching
• Bonus based on performance
• Competitive salary
• Employee discounts
• Flexible schedule

Position Overview

This is not a practice manager role. This is a senior operational leadership position responsible for the full business performance of a growing multi-disciplinary therapy practice. The Director of Practice Operations serves as the practice owner’s operational right hand — driving revenue growth, building clinical capacity, leading people, and creating a culture of excellence and accountability.

WBT Therapy Works Inc. is a fast-growing, mission-driven virtual therapy practice serving pediatric patients across Metro Atlanta and all of Georgia. We deliver Speech Therapy, Occupational Therapy, Physical Therapy, and Behavioral Health services through telehealth and school-based models — and we are building the operational infrastructure to scale responsibly toward our 2028 growth targets.

This is hybrid role. Candidates must be based in Georgia, with the ability to attend in-person operational meetings, clinical site visits, and leadership sessions as needed. This is remote position, yet a high-visibility, high-accountability leadership position that demands full presence and ownership regardless of location.

The right candidate brings demonstrated leadership experience inside clinical environments — ideally with direct exposure to PT, OT and SLP operations — and a track record of measurable results. You understand what it takes to grow a therapy practice from the inside: clinician productivity, scheduling efficiency, culture, retention, and the financials behind it all.

You create harmony while instilling accountability. You lead with data and with heart. You build teams that stay. You manage the operations like an entrepreneur. Managing the P&L will be an essential role and responsibility.

Compensation — Atlanta Market Rate

| Compensation Component | Range | Notes
| Base Salary | $65,000 – $85,000 / yr | Commensurate with experience
| Annual Performance Bonus | $5,000 – $20,000+ | Revenue growth, volume & efficiency targets
| Quarterly Bonus | Variable | Monthly revenue targets & AR reduction
| Growth Incentive | % of Revenue Above Baseline | Tied to revenue increase above prior period
| Total Compensation Potential | $70,000 – $100,000+ | High-performance model

Performance Bonus Structure

WBT Therapy Works uses a results-based compensation model designed to reward the Director of Practice Operations for driving measurable outcomes. Bonus eligibility is evaluated quarterly and annually against the following metrics:

QUARTERLY BONUS TRIGGERS
• Monthly revenue vs. target (threshold: meet or exceed monthly revenue goals)
• Reduction in claim denial rates and accounts receivable (AR) days outstanding
• Patient satisfaction and family retention scores

ANNUAL PERFORMANCE BONUS METRICS
• Year-over-year revenue growth attributable to operational and intake improvements
• Patient volume growth and new patient conversion rate
• Provider utilization rate improvements
• Reduction in billing errors and resubmission rates

GROWTH INCENTIVE
• A percentage-based bonus tied to revenue increases above the prior period baseline
• Designed to align the Director’s financial success directly with practice growth
• Example: 2–5% of net revenue growth above the prior year baseline, paid annually

Performance Expectations & KPI Framework
The Director of Practice Operations is directly accountable to defined performance metrics reviewed quarterly and annually. Compensation increases, bonus payouts, and the Growth Incentive are tied to achievement against these benchmarks. This role is designed for a leader who welcomes accountability.



 
| KPI Category | Target / Benchmark | Review Cadence & Notes
| Top-Line Revenue Growth | Minimum 20% year-over-year revenue growth | Core annual bonus trigger; measured vs. prior 12-month baseline
| Net Profit Margin | Sustain minimum 20% net profit margin | Baseline for Growth Incentive eligibility; reviewed quarterly
| Net Profit Growth YOY | 20%+ net profit growth year-over-year | Director participates in profit growth above 20% baseline
| Clinician Headcount Growth | Net FTE growth aligned to revenue plan; open roles filled within 45 days | Measured against staffing plan; vacancy days tracked monthly
| Clinician Productivity | 85%+ billable utilization per clinician; <8% no-show / cancel rate | Monthly dashboard; tied to quarterly bonus
| Employee Satisfaction & Retention | 90%+ annual clinical retention; eNPS score of 7.5+/10 | Semi-annual survey; annual stay interviews required
| Patient & Family Satisfaction | 4.7+ satisfaction rating; 80%+ patient retention rate | Quarterly patient experience review; escalations tracked
| Operational Efficiency | AR Days <30; claims denial rate <5%; admin overhead reduction YOY | Monthly RCM dashboard review with billing team

Key Responsibilities

1. Operations Management
• Oversee daily clinic operations to ensure smooth and efficient telehealth and school-based workflows
• Manage scheduling systems, patient flow, and provider calendars across all service lines
• Implement and maintain operational policies, procedures, and standard operating protocols
• Ensure compliance with healthcare regulations, HIPAA standards, and internal protocols
• Lead EMR/EHR optimization and ensure documentation accuracy and integrity
• Support implementation of EHR and practice management system upgrades (SBA-funded)

2. Financial & Revenue Oversight
• Own the practice’s financial performance — not as a participant, but as an accountable leader
• Oversee and coordinate billing processes, insurance verification, and collections across Medicaid, CMO, and commercial plans with billing administrators
• Monitor revenue cycle performance including claims, reimbursements, and accounts receivable
• Track KPIs including patient volume, utilization rates, and revenue per provider
• Develop and manage operating budgets; track actuals vs. plan on a monthly cadence
• Identify opportunities to improve profitability and reduce operational inefficiencies
• Build and present a monthly financial dashboard to ownership with clear, actionable insights

3. Team Leadership
• Supervise administrative staff including front & back-office admins, lead therapists, and intake coordinators
• Support hiring, onboarding, and training of new team members across clinical and administrative functions
• Foster a positive, professional, and patient-centered organizational culture
• Conduct performance reviews and maintain team accountability systems
• Design a clinician productivity model tied to utilization targets and revenue goals
• Execute stay interviews and proactive retention initiatives to maintain 90%+ annual retention
• Lead corrective action processes with clarity, documentation, and consistency when required

4. Patient Experience
• Ensure a high-quality, seamless patient journey from intake through ongoing care and follow-up
• Address patient and family concerns and resolve escalations professionally
• Drive improvements in retention, satisfaction, and family referral experience
• Partner with the Clinical Director to ensure care delivery and operational efficiency are aligned

5. Growth & Business Development Support
• Support marketing initiatives, community outreach, and referral partner relationships
• Track new patient lead flow and conversion rates from intake
• Collaborate with the Clinical Director and the CEO on expansion strategies and new service lines
• Evaluate technology, vendor partnerships, and systems that support operational scale

6. Systems & Compliance
• Manage EMR/EHR systems and ensure documentation accuracy and integrity
• Maintain full HIPAA compliance and patient confidentiality standards
• Optimize clinical and administrative workflows using technology and automation
• Support implementation of EHR and practice management system upgrades (SBA-funded)

Qualifications

• 3–5+ years of experience in healthcare or therapy practice management
• Prior experience inside Physical Therapy clinic settings required; OT and/or SLP exposure strongly preferred
• Strong understanding of insurance billing and revenue cycle management
• Demonstrated experience managing clinical and administrative teams with accountability for operational outcomes
• Familiarity with EMR/EHR systems such as Fusion by Ensora, SimplePractice, Therapy Notes, or similar platforms
• Strong organizational, communication, and problem-solving skills
• Experience with Medicaid, CMOs, and commercial insurance billing preferred
• Proven track record of revenue growth and measurable financial performance improvement
• Bachelor’s degree in Healthcare Administration, Business, or a related field (preferred)
• Must be based in Georgia; remote candidates outside Georgia will not be considered

Core Competencies

| Competency | What It Means at WBT
| Financial Ownership | You treat the P&L as if it were your own practice. You know the numbers and own the outcomes.
| Accountability Architecture | You build systems where accountability is expected, normalized, and not feared.
| Clinical Business Acumen | You understand how therapy practices generate and protect revenue at the service-line level.
| People-First Leadership | You build trust before you build accountability — and you know the difference.
| Harmony Under Pressure | You manage conflict, navigate tension, and keep teams aligned when things get hard.
| Operational Precision | Workflow design, SOP creation, and systems thinking are natural to you.
| Patient-Centered Thinking | Every operational decision is filtered through: “How does this serve the patient?”
| Growth Mindset | You see constraints as problems to solve. You are energized by scale, not intimidated by it.

Work Environment

| Detail | Description
| Location | Atlanta, Georgia (Hybrid with operational flexibility)
| Work Type | Full-Time, Hybrid — Must be Georgia-based
| Hours | Monday – Friday, 9:00 AM – 6:00 PM (with Saturday availability as needed)
| Practice Type | Fast-growing, mission-driven virtual therapy practice • Speech, OT, PT & Behavioral Health
| Team Size | 15 clinicians (including 2 Leads); 3 admins & Clinical Director
| Reports To | Founder & CEO, WBT Therapy Works Inc.
| Supervises | Front & back-office admins, Lead Therapists, and Intake Coordinators

Why This Role Matters

| "We don’t just treat patients — we partner with families & schools to develop skills and enhance lives." The Director of Practice Operations at WBT Therapy Works is a key operator who directly shapes:
• Revenue growth and financial performance of the practice
• Patient and family experience across all care touchpoints
• Provider productivity and clinical capacity
• Operational scalability from ~$1M to a projected $2.4M by 2028

This role is integral to WBT’s SBA-funded growth strategy and will play a central part in building the operational infrastructure to serve every Georgia family who needs behavioral health therapy. If you are a practice operations leader who has been waiting for a role where your results directly drive your compensation — and where you can build something lasting inside a mission-driven therapy practice — this is that role.

Flexible work from home options available.