What are the responsibilities and job description for the Operations Manager position at Profeta Medical Institute?
Company Description
Profeta Medical Institute is a physician-led medical practice specializing in preventive medicine, longevity, and advanced health optimization. Founded by Dr. Kristine Profeta, the institute employs a science-driven approach to identify and address underlying health concerns, preventing chronic conditions before they arise. Through personalized medical programs, including advanced diagnostics, IV therapies, and metabolic support, the institute caters to individuals aiming to enhance resilience, energy, and long-term health. Profeta Medical Institute collaborates with trusted medical and laboratory partners to ensure precision and quality in patient care. The institute is committed to empowering individuals to achieve healthier, more resilient lives through proactive healthcare solutions.
Role Description
The Operations manager is responsible for overseeing the daily operations of a medical practice ensuring the seamless delivery of high-quality patient care and operational efficiency. While driving patient growth, revenue generation, and customer satisfaction. This role combines healthcare administration, staff leadership, business development, and sales strategy to ensure operational efficiency and practice profitability.
Key Responsibilities
Operations Management
- Oversee daily office operations to ensure exceptional white glove patient experience.
- Manage scheduling, staffing, workflow processes, and office procedures.
- Develop scalable systems, workflows, SOP’s.
- Oversee patient onboarding & intake processes, improve patient satisfaction, retention and referrals
- Monitor compliance with healthcare regulations, HIPAA requirements, and company policies.
- Coordinate with physicians, clinical staff, and administrative personnel to optimize productivity.
- Maintain inventory and oversee vendor relationships and office supplies.
- Partner with marketing and patient acquisition teams.
Team Leadership
- Recruit, train, supervise, and evaluate administrative and sales staff.
- Establish performance goals and conduct regular performance reviews.
- Foster a positive, collaborative, and patient-centered workplace culture.
- Develop staff schedules and ensure appropriate coverage.
Sales & Business Development
- Develop and implement strategies to increase patient acquisition and retention.
- Monitor sales performance for elective services, wellness programs, memberships, or specialty treatments.
- Track lead conversion rates and patient consultation outcomes.
- Build relationships with referral sources, community organizations, and local businesses.
- Identify opportunities to expand services and improve revenue streams.
- Collaborate with marketing teams on promotional campaigns and patient outreach initiatives.
Financial
- Monitor office budgets, revenue, expenses, and profitability.
- Analyze key performance indicators (KPIs) including patient volume, conversion rates, collections, and retention, provide utilization.
- Ensure accurate billing, insurance verification, and revenue cycle processes.
- Prepare operational and sales performance reports for leadership.
Qualifications
- 5-10 years of operational leadership experience
- Experience in one or more of the following: concierge medicine, executive health, private medical practice, luxury healthcare
- Proven sales, business development, or patient conversion experience, national growth/scaling experience.
- Strong understanding of KPIs and process optimization
- Vendor management
- Recruiting and talent development
- Experience managing teams and improving operational performance.
- Proficiency with Electronic Medical Records (EMR/EHR) systems and Microsoft Office, modern communication platforms
Required Skills
- Leadership and team management
- Sales strategy and relationship building
- Healthcare operations management
- Financial analysis and budgeting
- Customer service excellence
- Problem-solving and decision-making
- Communication and negotiation skills
- Data analysis and reporting
- Exceptionally organized
- Calm under pressure
- Highly proactive
- Polished & Professional
- Decisive & accountable
- Able to balance luxury service with operational discipline
Performance Metrics
- Patient acquisition and retention rates
- Monthly and annual revenue growth
- Consultation-to-patient conversion rates
- Patient satisfaction scores
- Staff productivity and retention
- Insurance and billing accuracy
- Operational efficiency and workflow improvements