Practice Operations Manager - Medical

Job Description

Job Description

Is This You?

You walk into a clinic and immediately notice what's not working. You don't wait to be asked — you handle it, document it, and make sure it doesn't happen again. You can hold someone accountable without making it personal. You follow through on the uncomfortable calls because you understand that's how a clinic stays healthy.

You're not looking for a receptionist job. You want to own something.

About Us

Mid-Valley Chiropractic Allied Health Sciences is an integrated chiropractic and allied health clinic in Albany, Oregon. We take a progressive, biomechanically informed approach to patient care — and we hold our operations to the same standard. We're building systems that allow the clinic to run with consistency and excellence, and we need the right person to steward those systems.

The Role

This is a hybrid front desk and operations position — not a receptionist role with extra duties, and not a back-office-only position. You'll do both, and you'll own both.

On your independent days (Tuesday and Thursday), you run the front desk yourself. On overlap days (partial Monday, Wednesday, and Friday shifts), you work alongside our existing front desk staff — supervising, correcting, and aligning workflows. Embedded throughout your week are protected blocks for accounts receivable work: patient balance calls, statement follow-up, and insurance tracking.

The clinic currently carries an AR backlog — largely from missed copay collection and incomplete patient balance follow-up — that represents a concrete early project for this role. We need someone who sees that backlog as a problem to solve, not background noise. Clearing it will require outbound calls, patient conversations that require some confidence, and a systematic approach to aging accounts. This is your first major win if you're the right person.

What You'll Own:

Front Desk Operations:

• Independent management of scheduling, patient flow, check-in/out, and phones on solo coverage days.
• Insurance verification, authorization tracking, and EMR accuracy.
• Maintaining a full provider schedule proactively filling cancellations from the waitlist.
• Keeping the front office organized, clean, and functioning smoothly.

Staff Supervision:

• Direct oversight of front desk staff during overlap shifts.
• Real-time correction and workflow enforcement not passive co-working.
• Active training on phone skills, patient communication, and financial conversations including copay collection and handling patients who push back.
• Structured weekly check-ins with receptionist (1530 minutes).
• QA on insurance accuracy, copay collection, and scheduling correctness.
• Documentation of performance issues when they arise.

Accounts Receivable & Collections:

• Outbound calls to patients with outstanding balances.
• Statement generation and follow-up on a defined cadence (714 day cycles).
• Priority management across 030, 3060, and 60+ day aging buckets.
• Documentation of all contact attempts and payment arrangements.
• Insurance follow-up and coordination.

Systems Stewardship:

• Maintaining and enforcing SOPs and flagging when they break down.
• Reporting operational status to the owner clearly and proactively.
• Identifying workflow gaps before they become problems.

Schedule Structure:

• Tuesday & Thursday: Full days (~8:15am–6:15pm) — independent front desk coverage.
• Monday, Wednesday, Friday: Partial shifts (~3–6 hrs) — supervision, QA, and AR work.
• AR blocks: 2–3 protected time blocks per week, scheduled — not reactive.

How This Role Grows

We're not hiring a receptionist we hope might become a manager. We're hiring someone who's already thinking operationally, and giving them a structured path to expand that ownership.

• Phase 1 (0–3 months): Learn our systems, build trust, heavier front desk presence (~60–70%).
• Phase 2 (3–6 months): Balanced hybrid — begin full AR ownership and QA oversight (~50/50).
• Phase 3 (6+ months): Operations-leaning — front desk is coverage and oversight, not primary function (~70% admin).

Your authority grows with your demonstrated ownership. This is a real management track, not a title.

What We're Looking For:
Required:

• 3-5 years of experience in a professional office, healthcare, banking, hospitality, or similar environment requiring accountability and follow-through.
• Demonstrated experience supervising or managing others — not just working alongside them.
• Comfort with patient or customer financial conversations, including collections or balance follow-up.
• Insurance verification and medical billing familiarity.
• EMR proficiency and strong computer literacy.
• Ability to make reasonable decisions independently and report clearly afterward.

Strongly preferred:

• Medical office experience, particularly in chiropractic, physical therapy, or outpatient specialty.
• Direct collections or AR experience in a healthcare setting.
• Experience navigating inconsistent staff performance and doing something about it.

The right person:

• Doesn't avoid friction — in conversations with patients, staff, or insurance reps.
• Notices what's off before being told.
• Follows through without reminders.
• Can be a supervisor and still be a decent human being.

Compensation & Benefits:

• $24.50 - $27.00/hour depending on experience (merit increases available).
• Employer-sponsored health insurance.
• Retirement plan.
• Paid time off.
• Bonus opportunities tied to AR recovery and operational performance.
• Professional development assistance.
• Opportunities for expanded responsibility and compensation as the role evolves.

How to Apply:

Submit your resume and a cover letter that tells us:

• What drew you to this specific role — and why the operations/supervision piece appeals to you.
• Describe a time you had to follow up with someone (patient, staff, or customer) who wasn't doing what they were supposed to. What happened when they pushed back?
• Have you done collections or balance follow-up work? Walk us through your process.
• Tell us about a time your supervisor wasn't available and something went sideways. What did you do?

We read cover letters carefully. Generic applications will not be considered. We're looking for someone who read this posting and recognized themselves in it.