Director of Operation

Director of Operations Essenza Mind & Body Longevity Clinic is seeking an experienced Director of Operations to lead the day‑to‑day function, growth, and administrative infrastructure of a multidisciplinary medical office focused on longevity, women’s health, neurology, psychiatry, addiction medicine, hormone optimization, and integrative patient care. This role is intended for someone who is highly organized, proactive, people‑centered, and comfortable working in a growing healthcare environment. The Director of Operations will ensure that the clinic runs smoothly, staff are supported, and operational requirements are met, and the practice is positioned for thoughtful, sustainable growth. The ideal candidate has strong experience in healthcare operations, human resources, compliance, physician practice management, staff supervision, credentialing, workflow development, and survey readiness. This person should be able to anticipate problems before they become urgent, create structure where needed, and work closely with physicians, executives, clinical staff, and administrative team members. Key Responsibilities Office Operations & Workflow Oversee the daily operations of the clinic and ensure that patient flow, provider schedules, staffing assignments, and administrative processes function efficiently. Work with leadership to develop and refine workflows for a multidisciplinary practice, including coordination between medical providers, behavioral health, nursing, front office, billing, and administrative teams. Identify bottlenecks in patient care, scheduling, intake, referrals, documentation, and follow‑up, and implement practical solutions. Ensure the office is prepared for current needs while anticipating future operational needs as the clinic grows. Create, implement, and maintain standard operating procedures for key clinic functions. Support a culture of professionalism, accountability, collaboration, and patient‑centered service. Staff Oversight & Human Resources Supervise office staff, including front office, medical assistants, administrative personnel, and other assigned team members. Lead recruitment, interviewing, onboarding, training, performance management, and, when necessary, disciplinary action or termination. Ensure appropriate staffing levels based on provider schedules, patient volume, service lines, and clinic growth. Support employee relations by addressing concerns early, maintaining clear expectations, and helping foster a respectful and productive work environment. Maintain staff files, training records, competencies, and other required employment documentation. Work with leadership on compensation planning, role definitions, organizational structure, and future hiring needs. Compliance, Survey Readiness & Operational Standards Ensure the clinic meets applicable healthcare operational requirements, including policies, procedures, personnel files, training documentation, safety standards, and compliance expectations. Prepare the office for site visits, health plan reviews, accreditation surveys, and other regulatory or operational inspections. Maintain readiness for standards related to clinic operations, patient privacy, staff training, infection control, emergency preparedness, and documentation. Coordinate corrective action plans when deficiencies or opportunities for improvement are identified. Ensure that operational processes remain consistent with applicable healthcare regulations and best practices. Credentialing, Health Plans & Provider Support Oversee and coordinate provider credentialing and recredentialing with health plans, hospitals, and other required entities. Track credentialing deadlines, payer enrollment status, provider documentation, licenses, certifications, malpractice coverage, and related records. Work with billing, contracting, and leadership teams to support payer enrollment and operational readiness for new service lines or providers. Assist new providers with onboarding, clinic integration, scheduling templates, EMR access, and operational setup. Ensure credentialing and payer processes are organized, timely, and well‑documented. Growth, Planning & Infrastructure Partner with executive leadership to build scalable operational systems as Essenza expands. Assist with planning for additional providers, expanded services, new sites, and increased patient volume. Participate in vendor selection, equipment needs, supply management, facility coordination, and administrative infrastructure. Develop reports, dashboards, or tracking tools to support decision‑making around staffing, workflow, patient volume, operational performance, and compliance. Bring forward recommendations to improve efficiency, patient experience, employee engagement, and overall clinic performance. Communication & Leadership Serve as a central point of communication between leadership, providers, staff, vendors, and outside partners. Lead regular staff meetings and operational huddles. Communicate expectations clearly and follow through consistently. Maintain a calm, solution‑oriented approach when addressing operational issues. Build trusted relationships with physicians, staff, and leadership while maintaining appropriate accountability. Qualifications Minimum of 7–10 years of experience in healthcare operations, medical office management, human resources, or related healthcare leadership role. Experience in a physician practice, multidisciplinary clinic, hospital‑based clinic, MSO, concierge medicine, behavioral health, women’s health, neurology, psychiatry, addiction medicine, or specialty healthcare setting preferred. Strong knowledge of healthcare operations, staffing, workflow development, compliance, personnel management, and documentation standards. Experience with credentialing, payer enrollment, site surveys, accreditation readiness, or health plan audits strongly preferred. Prior experience supervising staff and managing performance expectations. Familiarity with EMR systems, HR systems, payroll processes, scheduling workflows, and healthcare reporting tools. Strong written and verbal communication skills. Ability to work independently, anticipate needs, and create structure in a growing organization. Professional judgment, discretion, and ability to handle sensitive personnel, patient, and business information. Ideal Attributes The right person for this role will be: Proactive rather than reactive. Comfortable building systems from the ground up. Direct but compassionate with staff. Highly organized and detail‑oriented. Able to balance compliance, efficiency, and culture. Calm under pressure. Comfortable working closely with physicians and executive leadership. Skilled at identifying gaps and implementing practical solutions. Invested in the long‑term growth and reputation of the clinic. Position Summary The Director of Operations will play a central leadership role in helping Essenza Mind & Body Longevity Clinic become a well‑run, compliant, patient-centered, and scalable medical practice. This person will help translate the vision of the clinic into reliable day‑to‑day operations by supporting the people, systems, workflows, and standards necessary for a high‑performing healthcare organization. #J-18808-Ljbffr National Investment Center for Seniors Housing & Care