Practice Administrator / Director of Operations

Job Summary:

The Practice Administrator and Director of Operations, will oversee all aspects of the business, from day-to-day operations to long-term strategic planning. They work closely with the ownership to define and implement key initiatives that ensure operational efficiency, financial stability, and the highest quality of patient care across all locations. The position provides direct supervision to clinical, front desk, and billing managers, and indirect oversight of all staff. Responsibilities include implementing strategic business plans, managing budgets and vendor relationships, and leading initiatives to enhance technology and patient satisfaction. This role serves as a key liaison between departments, providers, and external partners to ensure alignment with organizational goals.

Key Responsibilities:

Leadership & Strategy:

• Serve as the operational leader responsible for executing the company’s vision and driving business growth.
• Develop and implement strategic business plans to optimize performance, profitability, and patient care across all locations. Lead, mentor, and motivate the employees, including office managers, administrative staff, and support personnel

Operational Management:

• Current direct reports – Clinical, Front Desk, and Billing managers
• Indirect reports: all other employees
• Oversee the day-to-day operations of the 3 offices, ensuring consistent practices, efficient workflows, and high-quality patient service.
• Oversee daily cash deposits and biweekly payroll
• Establish and work with managers to implement operational policies and procedures that improve efficiency and reduce costs while maintaining high standards of service.
• Maximize MIPS performance and reporting.
• Ensure compliance with all state and federal regulations and healthcare standards.

Financial Oversight:

• Take ownership of the financial performance of the practice, working closely with finance teams to manage budgets, forecast revenue, and control costs.
• Work with the billing team to ensure performance.
• Analyze financial reports, identify trends, and implement corrective actions to ensure profitability and sustainable growth.
• Drive cost-saving initiatives while maintaining or improving the quality of services provided.
• Manage vendor relations, procurement, and contracts, ensuring the best value and services for the practice.
• Work with health insurance companies to negotiate practice contract terms.

Human Resources & Team Building:

• Partners with the Human Resources Manager on recruitment, training, benefits, compliance, and performance management of office staff, ensuring the practice attracts and retains top talent.
• Foster a collaborative and positive workplace culture that emphasizes continuous learning, feedback, and high performance.
• Implement staff development programs to build the skill sets and careers of the team.
• Coordinate doctor and employee events

Business Development:

• Identify and implement opportunities to expand the business, including new services, partnerships, or locations.
• Collaborate with marketing and sales to enhance the practice’s brand presence and increase patient acquisition and retention.
• Work with sales reps on new products and offerings

Technology & Innovation:

• Lead efforts to maximize, upgrade and modernize technology systems, including patient management systems, scheduling tools, phone systems, and financial reporting software.
• Work with IT vendors.
• Identify technological advancements and operational improvements that can streamline processes and enhance patient care.

Client Relations:

• Maintain and improve patient satisfaction, developing strategies to gather feedback and implement improvements.
• Act as the primary point of contact for escalated patient concerns, ensuring quick resolution and patient retention.
• Oversee marketing outreach to referring providers.

Skills and Qualifications:

• Experience/Education: Bachelor Degree in Business Administration, Data Analysis, Healthcare Management or related field; Masters Degree a plus. Experience will be considered in lieu of education. Minimum of 1-3 years in business analytics. 3 years in a leadership role, ideally in healthcare. Ophthalmology experience is a plus.
• Leadership: Proven track record of managing teams, implementing change, and fostering a culture of accountability and excellence.
• Analytical Skills: Strong analytical and problem-solving abilities, with experience in managing analyzing data, building reports/dashboard and data-driven suggested improvements
• Communication: Excellent interpersonal and communication skills, with the ability to influence and engage with all levels of the organization.
• Detail-Oriented: Highly organized and meticulous, with the ability to manage multiple priorities simultaneously.

Salary Range: $100,000 - $150,000