Director of Practice Operations

OVERALL PURPOSE OF JOB:

This position is responsible for directing, supervising and coordinating the overall and day-to-day operations of physician practices, ensuring efficient workflows, strong financial performance and a high quality patient experience across all locations.

ESSENTIAL FUNCTIONS OF JOB: (other duties may be assigned)

Practice Operations and Operational Leadership

• Resolve medical-administrative problems and maintain open communication to ensure high employee morale and a professional clinical atmosphere.
• Oversee non-clinical operations across all practice locations, ensuring consistent workflows and patient experience.
• Identify operational gaps and implement solutions to support staff and providers.
• Implement and optimize systems, procedures, and workflows to improve efficiency and reduce operational waste.
• Oversee staff and office scheduling/productivity to maximize patient access across all sites.
• Monitor phone statistics, patient wait times, and front desk operations (registration, co-pays, scheduling) and identify areas for improvement.
• Address equipment and operational resource needs.

Financial Performance, Revenue Cycle & Cost Management

• Monitor financial performance including revenue trends, expenses, operational costs and practice volumes/statistics.
• Review monthly financials, including P&L reports, with physicians and leadership.
• Oversee and improve revenue cycle performance, including registration accuracy, coding, charge capture, and billing workflows.
• Partner with billing teams to reduce denials and improve reimbursement timelines.
• Identify cost-saving opportunities, expense reduction strategies, and resource optimization across practices.
• Evaluate staffing models, vendor contracts, and supply utilization for cost efficiency.
• Develop and manage annual departmental budgets for all practices. Review previous years trending regarding salaries, equipment, supplies, and overall departmental expenses.
• Maintain responsibility for practice volumes and achievement of monthly targets.
• Address patient billing questions, coding issues, denials, and reimbursement challenges.
• Support development and tracking of key performance indicators (KPIs).

EHR And Billing System Optimization

• Support ongoing updates and improvements to the EHR and billing systems.
• Ensure consistent use of templates, documentation and workflows across all locations.
• Identify inefficiencies in system use that may impact revenue or productivity.
• Assist with training and adoption of updated workflows.
• Align clinical documentation with billing processes and quality reporting to ensure accurate reimbursement and data reporting.

Policy and Procedure Standardization

• Develop, implement, and standardize policies and procedures across all practice locations.
• Ensure staff education, compliance, and accountability with policies and procedures.
• Adapt policies and workflows to organizational and regulatory changes.
• Reduce variation across locations to improve efficiency, compliance, and financial performance.
• Develop standard operating procedures that are clear, practical, and scalable.
• Collaborate with other managers and leadership to align processes.
• Implement practices that maximize physician productivity and operational consistency.

Quality and Patient Experience

• Implement, oversee, and participate in quality initiatives and performance improvement efforts.
• Ensure staff knowledge and participation in all quality programs.
• Monitor compliance with regulatory and organizational standards.
• Participate in quality improvement meetings and initiatives.
• Close care gaps and improve quality metrics through ongoing monitoring and collaboration.
• Review patient complaints, analyze trends, and implement corrective actions.
• Improve patient flow, satisfaction, and overall experience across all locations.

Clinical Practice Operations and Optimization

• Maintain compliance with physician contracts.
• Conduct monthly meetings with office staff.
• Implement cost containment without jeopardizing important innovation or quality of care.
• Address issues such as coding errors, missed/late charges, denials, open encounters, co-payment issues, etc.
• Ensure staff is up to date on required trainings and continued education.

Physician Relations/Recruitment/Leadership Collaboration

• Serve as liaison between physicians, practice staff, and executive leadership.
• Participate in leadership and business meetings, providing operational insights and recommendations.
• Provide updates on practice performance, financial trends, staffing challenges, and improvement initiatives.
• Support recruitment, interviewing, onboarding, and retention of physicians and staff.
• Coordinate credentialing and onboarding processes.
• Maintain compliance with physician contracts and regulatory requirements.
• Promote alignment, transparency, and collaboration across all stakeholders.
• Works with Plant Operations Director to assist in developing and managing all physician space arrangement between hospital and independent physicians.
• Maintain compliance with Stark law, corporate compliance, and with all regulatory agencies governing health care.

Employee Life Cycle

• Identify, interview and hire qualified personnel.
  • Follow policies and procedures when hiring new staff; follow structured interview checklist; ask legal, open-ended questions that increase the likelihood of job match and validate qualifications.
  • Review essential job functions with the applicant.
• Evaluate the job performance of team members

• Complete scheduled performance appraisal forms for assigned employees by the end of the scheduled month & follow policies and procedures according to the Human Resource Department.
• Provide continual assessment, monthly comments, quarterly employee acknowledgement and annual appraisal.
• Determine if performance goals of staff members have been met.
• Counsel, discipline and discharge employees

• Properly document the employee’s performance along with the corrective action which must be taken by the employee to improve or to remain employed.
• Seek feedback from the Human Resource Director prior to taking adverse employment actions, while following the Human Resources Department policies and procedures
• Education/Training/License/Certification:

Bachelor’s degree in healthcare management, business administration, or a related field or equivalent experience

• Work Experience:

Minimum 5 years of leadership experience in healthcare operations or practice management