Operations Manager

Job Description

Job Description

Operations Manager

Position Type: Part-Time (20-30 hrs/week with the potential to move into full-time)

Schedule: Monday-Friday 9:30 AM - 3:30 PM

Hourly Rate: $20

Location: Richardson, TX

Start Date: Immediately

Position Overview

Specialists in OCD & Anxiety Recovery (SOAR), PLLC is a growing private practice located in Richardson, TX that provides specialized, evidence-based psychotherapy for OCD and anxiety disorders for children, adolescents & adults. 

Our team is seeking a detail-oriented, resourceful, dependable and compassionate Operations Manager for our practice. The position is currently part-time at 20-30 hours/week with the potential of moving into a full-time position with benefits. Candidates should be proactive, self-directed and autonomy-oriented to solve problems, complete tasks and create projects. Punctuality is essential to support the needs of the team. The strongest candidates will be able to demonstrate a history of creativity and motivation to develop initiatives that improve upon administrative and operational systems. The Operations Manager supervises undergraduate interns in projects related to clinical, marketing, social media, web development, and administrative aspects of the practice. Strong communication, interpersonal and supervisory skills and interest are important.This role is critical in supporting our practice and maintaining operational excellence. If you are passionate about working within a specialized mental health space and are looking to grow your skills in a management role, we welcome you to apply!

Responsibilities

• Client Management

  • Deliver excellent customer service via phone, email, and other contact channels to clients and providers in a courteous, professional, and empathetic manner

  • Maintain client profiles and appointments through our electronic health record (EHR) 

  • Maintain strict confidentiality, HIPAA, and ethical standards

  • Assist with the intake process for all new patients by setting up patient profiles, automated billing and scheduling, etc; sending new patient intake forms; making sure forms are complete prior to the appointment; and scheduling appointments.

  • Educate potential clients about our practice, policies, services, and fees

  • Help patients learn about their rights regarding reimbursement of out-of-network benefits and assist with patient self-advocacy with their insurance provider

• Clinical Team Management

  • Support clinicians in administrative and patient scheduling and management

  • Prepare agendas, attend, and assist with moderating weekly team and administrative meetings 

  • Communicate with clinicians regularly to ensure clinician caseloads are full and to manage schedule availability, current status of prospective client requests, and plans for maintaining patient flow

  • Assist Owner & Director with daily schedule and provide support with administrative duties

• Financial Responsibilities

  • Manage weekly patient billing, missed payments, and overdue accounts

  • Communicate with clinicians on any patient account issues that may require escalation to the executive director

  • Assist with bookkeeping, organization and retention of receipts, and prepare bi-weekly payroll reports for hourly staff

  • Assist with purchasing of office supplies, travel and accommodations, marketing materials and other practice expenses

• Employee Management

  • Assist with intern recruitment including identifying qualified candidates, conducting interviews, and participating in the selection process

  • Assist with onboarding, orienting, and offboarding interns and employees

  • Maintain and update practice handbooks and training protocols

  • Manage and supervise interns including project delegation, progress oversight, and timelines and deadlines for deliverables

• Operations Management

  • Client Retention Management (CRM): use identified software to keep track of all patient inquiries from first contact through a full course of treatment at SOAR.

  • Record and update workflow and practice structure with the goal to develop and improve upon current procedures  

  • Track client trends and Key Performance Indicators (KPIs); log and maintain data for analysis

  • Track communication channels using the CRM and analyze referral trends, conversion rates, and seasonal fluctuations. 

  • Update systems based on this analysis of our strengths and weaknesses.

  • Assist with understanding and tracking Key Performance Indicators among clinicians and client recruitment

• Marketing & Outreach: 

  • Engage with the community through community events, networking opportunities, and conferences

  • Manage marketing deliverables including design and production of inventory of marketing materials such as brochures, business cards, and promotional materials

  • Oversee the development of marketing materials for social media, events, and practice outreach

  • Collaborate with the team on marketing strategies, career growth opportunities, and practice initiatives

  • Outreach and scheduling of presentations by clinical staff at schools, doctors offices, and other community events

• Office Responsibilities

  • Maintain office presentation and attend to the needs of the office, including ordering and maintaining our supply stock, addressing occasional building issues, and tidying office space

  • Monitor practice mail and file into appropriate records

Qualifications

• Bachelor’s degree or equivalent experience

• At least 1-2 years of experience in customer service and/or business administration

• Background check and drug testing required

• Strong administrative and communication skills

• Excellent team collaboration and management skills

• Keen attention to detail, practice approach to problem solving, and adaptable mindset

• Proactive, self-directed and autonomy-oriented

• Experience with Google Business Suite (Gmail and Google Drive) a plus

• Experience with Google Analytics and Google Ads is a plus

Benefits

• Professional and career development opportunities

• Flexible schedule

• Opportunity to advance to full-time position with health and retirement benefits