Lead Operations at a Fast Growing Surgical Center & Healthcare Brand

Join our patient-centered healthcare team as Practice Manager and take on overall responsibility for the administrative, operational, bookkeeping, and strategic management of the medical practice and ASC. This is a key leadership role ensuring the organization operates efficiently, employees are supported and held accountable, facilities and technology remain operational, and administrative processes support exceptional patient care — spanning recruitment and retention, employee administration, vendor management, operational reporting, marketing operations, records management, technology, and facility management.

What sets this opportunity apart?

Our outpatient setting is designed to support a more predictable, balanced schedule while providing meaningful patient care and leading a growing healthcare organization — with no weekends or major holidays, and the opportunity to be home with family on evenings, weekends, and holidays. This is a hands-on leadership position: you’ll be expected not only to identify opportunities and develop solutions, but also to take ownership of implementation, follow through to completion, and measure results.

Why This Role is an Opportunity

• Enjoy predictable outpatient hours and flexible scheduling, with no weekends or major holidays.
• Have a meaningful impact by building systems, developing teams, improving operations, and helping shape Well&You’s continued growth.
• Lead a broad, cross-functional scope spanning HR, vendor management, data analysis, marketing operations, technology, and facilities.
• Work directly with physicians, clinical leadership, and executive leadership on organization-wide priorities.
• Be part of a growing organization that values consistency, accountability, innovation, and a supportive, team-oriented culture.

Duties/Responsibilities

Team Recruitment, Development & Retention

• Lead recruitment efforts for operational and clinical staff in collaboration with department leaders.
• Coordinate interviewing, candidate selection, hiring, onboarding, orientation, and training processes.
• Develop and maintain effective onboarding processes that prepare new employees for success.
• Facilitate employee development, engagement, and retention initiatives.
• Oversee employee timekeeping and payroll processes and ensure information is complete and accurate prior to payroll submission.
• Track PTO and other time-off requests and maintain accurate documentation.
• Maintain employee records and required administrative documentation.
• Ensure employees follow applicable Well&You policies, procedures, and organizational expectations.
• Evaluate productivity and performance of operational staff in collaboration with department heads.
• Assist leaders with employee coaching, performance improvement, and accountability.
• Identify staffing needs and proactively develop solutions to maintain appropriate operational coverage.
• Promote a culture of accountability, teamwork, communication, consistency, and high performance.

Vendor Management & Operational Purchasing

• Manage relationships with operational vendors and service providers.
• Identify, evaluate, and onboard new vendors as needed.
• Serve as a primary point of contact for operational vendor communication and issue resolution.
• Order and maintain appropriate levels of non-clinical supplies and equipment.
• Monitor purchasing practices to reduce unnecessary expenses and prevent supply shortages.
• Review vendor performance, pricing, service quality, and contractual expectations.
• Coordinate accounts payable activities related to operational expenses, including appropriate documentation, invoice review, and routing for approval/payment.
• Identify opportunities to improve vendor performance and operational cost efficiency.

Operations & Data Analysis

• Build, maintain, and optimize operational reports using the EMR, Google Workspace, Excel, and other reporting platforms.
• Establish meaningful operational metrics and use data to evaluate performance and identify opportunities for improvement.
• Track inbound and outbound patient encounters, including phone calls, voicemails, text messages, and other communication channels.
• Analyze communication volume, response times, missed opportunities, and workflow effectiveness.
• Identify operational bottlenecks and implement practical solutions to improve efficiency and patient experience.
• Monitor patient flow, scheduling, staffing, productivity, and other operational indicators.
• Assist the financial and revenue cycle teams with collecting operational data related to aging balances, cost estimates, billed codes, collected codes, and other applicable metrics.
• Develop spreadsheets, dashboards, and reporting tools that provide leadership with clear visibility into operational performance.
• Translate operational data into actionable recommendations.
• Monitor implemented changes to determine whether they produce measurable improvement.

Marketing & Patient Experience Operations

• Coordinate patient-centered marketing and engagement initiatives.
• Develop and manage processes for collecting patient testimonials and Google reviews.
• Identify opportunities throughout the patient journey to improve education, communication, and engagement.
• Lead the development, implementation, and optimization of patient educational materials throughout the Well&You experience.
• Coordinate educational, networking, and social events for external providers, community partners, patients, and team members.
• Serve as a liaison between providers, clinical staff, vendors, leadership, and marketing resources regarding organizational marketing goals.
• Ensure operational teams understand and support relevant marketing and patient-experience initiatives.
• Collaborate with leadership to maintain consistency in the Well&You brand and patient experience.

Medical Records & Records Maintenance

• Oversee and coordinate patient medical record requests through Healow, printed copies, discs, and other approved methods.
• Process medical record requests from patients, physicians, attorneys, and other authorized parties.
• Direct insurance-related medical record requests to the appropriate billing or revenue cycle team for processing.
• Ensure requests are completed accurately, securely, and within applicable timelines.
• Maintain facility, administrative, and practice records in accordance with regulatory and operational requirements.
• Ensure patient information is handled in accordance with HIPAA and Well&You privacy and security policies.
• Develop and maintain organized systems for record storage, retrieval, and retention.

Technology & Systems Management

• Research and evaluate operational technology, software, hardware, and systems that could improve efficiency, communication, or patient experience.
• Make recommendations to leadership regarding technology investments and improvements.
• Coordinate the setup, implementation, optimization, maintenance, and repair of office technology.
• Manage operational technology systems, including phones, voicemail, PerfectServe, computers, printers, and related platforms.
• Coordinate with outside IT vendors and technology support resources when necessary.
• Troubleshoot basic operational technology issues and ensure unresolved problems are appropriately escalated.
• Coordinate employee access to applicable technology systems during onboarding and offboarding.
• Identify opportunities to automate or streamline manual processes.
• Assist with training employees on new technology and operational systems.

Facility Management

• Oversee the day-to-day operational readiness and appearance of Well&You facilities.
• Coordinate facility maintenance, repairs, enhancements, and improvement projects.
• Identify facility issues and ensure they are resolved promptly.
• Manage relationships with cleaning crews and other facility service providers.
• Monitor facility cleanliness, organization, appearance, and functionality.
• Coordinate building access, security, and applicable facility systems.
• Ensure environmental and facility-related requirements are maintained.
• Work collaboratively with clinical leadership to ensure facilities remain safe, functional, professional, and patient-ready.
• Proactively identify facility needs and develop solutions before they interfere with operations or patient care.

Leadership & Operational Execution

• Serve as a key operational resource for leadership, providers, department heads, and employees.
• Translate organizational goals into practical workflows, responsibilities, and measurable outcomes.
• Establish clear expectations and accountability for operational initiatives.
• Identify problems, determine root causes, develop solutions, and oversee implementation.
• Follow initiatives and problems through to completion rather than allowing unresolved issues to remain open.
• Develop standard operating procedures, workflows, checklists, and other systems that create consistency.
• Identify opportunities to improve productivity, efficiency, communication, and patient experience.
• Manage multiple projects and competing priorities while maintaining appropriate follow-up.
• Communicate operational updates, risks, challenges, and recommendations clearly to leadership.
• Support the continued expansion and growth of Well&You by helping develop scalable operational processes.
• Perform other duties and responsibilities as assigned based on organizational needs.

Required Skills/Abilities

• Demonstrated experience managing healthcare practice operations and practice management systems.
• Proven leadership experience with a track record of taking ownership of outcomes, establishing clear expectations, and building a culture of accountability and high performance.
• Experience leading multidisciplinary teams and motivating employees toward shared operational and patient-care goals.
• Strong understanding of healthcare practice workflows, including patient flow, scheduling, staffing, employee management, and operational efficiency.
• Experience administering an outpatient healthcare practice, ambulatory clinic, specialty practice, ASC, or other non-hospital healthcare environment strongly preferred.
• Proven ability to implement systems, improve workflows, and drive operational execution across multiple areas of an organization.
• Strong understanding of healthcare administrative and operational requirements.
• Exceptional verbal and written communication skills, with the ability to communicate both high-level organizational goals and detailed execution requirements.
• Ability to effectively communicate with physicians, clinical staff, administrative employees, vendors, patients, and executive leadership.
• Experience using and optimizing EMR systems, spreadsheets, operational dashboards, Google Workspace, and communication platforms.
• Advanced proficiency with spreadsheets and the ability to organize, analyze, and present operational data.
• Strong analytical skills with the ability to identify trends and translate data into actionable improvements.
• Ability to create structure, improve processes, and bring organization to complex or evolving operations.
• Strong curiosity about technology and demonstrated willingness to evaluate and implement new systems.
• Excellent problem-solving, critical-thinking, organizational, and decision-making skills.
• Ability to identify operational challenges, determine root causes, and implement practical solutions.
• Ability to independently manage responsibilities while effectively leading and collaborating with individuals across different roles and departments.
• Strong project-management and follow-through skills.
• Ability to manage competing priorities and deadlines in a fast-moving organization.
• Demonstrated ability to take an initiative from identification and planning through implementation and completion.
• Comfortable working in a growing organization where processes and responsibilities may continue to evolve.
• High level of discretion when handling confidential employee, patient, financial, and organizational information.

Education and Experience

• Bachelor’s degree in Healthcare Administration, Business Administration, Health Services Administration, or a related field required.
• Relevant advanced education, professional certification, or healthcare management training preferred.

Core Values

Well&You has a distinct, clear, and strong culture. We are looking for candidates who embody the following traits and values that are essential to both individual and organizational success:

• Accountability: Takes ownership of responsibilities, decisions, and outcomes and ensures work is completed accurately and on time.
• Clarity: Communicates information, expectations, responsibilities, and priorities clearly and concisely.
• Conscientiousness: Possesses an internal drive to complete responsibilities thoroughly, accurately, and exceptionally.
• Doer & Builder: Thrives by rolling up their sleeves, solving problems, creating systems, and executing alongside the team.
• Effective Communication: Communicates effectively and professionally across all levels of the organization.
• Empathy: Understands the perspectives and needs of others and uses that understanding to build meaningful relationships.
• Finish What You Start: Takes ownership of problems and initiatives through resolution and does not consider the work complete until the desired outcome has been achieved.
• Growth-Oriented: Thrives in a fast-moving environment where progress, excellence, learning, and efficiency matter.
• Hard Work: Is driven, diligent, and willing to put forth the effort required to achieve excellence.
• Humility: Remains open to feedback and learning, recognizes the contributions of others, and prioritizes team success.
• Integrity: Upholds strong moral and ethical principles and demonstrates honesty in decisions and interactions.
• Open-Mindedness: Welcomes new ideas, different perspectives, innovation, and opportunities to improve.
• Reliability: Consistently follows through on commitments and can be counted on by leadership and the team.
• Respect: Treats patients, colleagues, providers, vendors, and other stakeholders professionally and courteously.
• Teamwork: Collaborates effectively with others and prioritizes organizational and team goals.
• Transparency: Communicates openly about progress, problems, decisions, and outcomes to promote accountability and trust.
• Trust: Builds and maintains strong relationships through consistency, dependability, honesty, and follow-through.

Benefits

• No weekends or major holidays
• Predictable outpatient hours and flexible scheduling when possible
• Seven paid holidays
• Two weeks of PTO and three sick days
• 401(k) eligibility after one year of employment, with up to a 4% match
• Insurance benefits effective after 60 days
• Short-Term Disability, Long-Term Disability, Life Insurance, and Accident Insurance
• The opportunity to have a meaningful impact by building systems, developing teams, improving operations, and helping shape the continued growth of Well&You