Practice Operations Manager

Position Summary:

The Practice Operations Manager is responsible for overseeing daily clinical operations to ensure efficient, high-quality patient care and support services, fostering staff development to ensure seamless coordination and integration of care across the Patient Services, Therapy, Clinical, and other departments within CRIT. This role works in close collaboration with the Manager of Rehabilitation and oversees all operations within the Patient Services department, including front desk functions, scheduling, billing, credentialing, and medical assistant support. It includes managing front-line operational activities, staff coordination, and ensuring facilities-related tasks are completed timely and effectively in partnership with the facilities technician. The Practice Operations Manager supervises, manages, and evaluates assigned team members while ensuring full compliance with applicable regulatory standards.

Working Conditions:

General office and sedentary, requiring extended periods of time at a keyboard or workstation. Ability to exert a light degree of physical effort including carrying, pushing, pulling, climbing, balancing, standing, stooping, kneeling, crouching, crawling, walking and the assisted lifting of objects and materials up to 25 pounds. Specific vision abilities include close vision and distance vision. Limited exposure to adverse environmental conditions, such as dirt, dust, odors, humidity, temperature and noise extremes, wetness and vibrations. Use of personal computing equipment, telephone, multi-functioning printer and calculator. Manual dexterity, ability to reach, bend, and use 2-step stool while safely lifting and lowering boxes. Ability to travel to and from meetings, training sessions or other business-related events. May be required to work after hours to include weekends and holidays.

Essential Functions:

• Ensures the efficient and effective day-to-day operation of the center by providing appropriate oversight, communication, follow-up, and coordination across departments and with CRIT team members.
• Leads, manages and supports the Patient Services Supervisors, the Patient Services team members, and Medical Assistant team. Provides direction, establishes expectations, monitors performance, addresses operational issues, and follows up to ensure assigned responsibilities are completed accurately and timely.
• Maintains accountability and oversight of the full revenue cycle management (RCM) process including authorizations, charge capture, billing, claims, denials, payment posting, collections, accounts receivable, aging accounts, and credentialing. Monitors internal and outsourced billing/RCM & credentialing performance and ensures issues are identified and addressed.
• Demonstrates working knowledge of medical billing and revenue cycle management by reviewing, analyzing, and taking action based on RCM reports and financial/operational data.
• Identifies trends, issues, discrepancies, and opportunities for improvement and ensures appropriate follow-up with internal staff and external billing/RCM partners.
• Reviews, analyzes, and interprets operational, financial, billing, productivity, scheduling, and RCM reports to identify trends, variances, concerns, and opportunities for improvement. Must be comfortable working with data and using Microsoft Excel to organize, analyze, reconcile, and report information.
• Monitors key operational performance indicators (KPIs), including but not limited to productivity, patient volume, scheduling, cancellations/no shows, authorizations, billing, collections, and accounts receivable, and follows up on areas that require attention.
• Completes required operational KPI reports for grants and other organizational reporting requirements, ensuring information is accurate, complete, and submitted by established deadlines.
• Maintains accurate patient and operational records and ensures compliance with HIPAA, HITRUST, PCI, CRIT compliance requirements, and other applicable regulations.
• Reviews operational data and recommendations from leadership and independently identifies and implements process improvements related to efficiency, productivity, patient access, revenue cycle performance, and organizational growth.
• Maintains effective communication and follow-through with all areas of the center and serves as a resource for operational questions and concerns.
• Provides oversight of facilities operations as assigned by the Chief Operating Officer, including maintenance requests, building access, cleaning, room setups, safety, security, facilities vendors, and coordination with the facilities technician.
• Ensures the center maintains a safe, clean, secure, and appropriate environment for patients, families, visitors, and team members.
• Maintain accurate internal and external medical records and patient’s account information.
• Completes and follows up on quality and satisfaction patient surveys.
• Attends meetings and maintains effective communication with all areas of the center.
• Ensures compliance with environmental, health and safety regulations, maintaining a safe and secure environment for employees and visitors.
• Oversees cleaning schedules to maintain a safe and sanitary clinical environment.

• Bachelor's degree in Business, Healthcare Administration or equivalent
• Master's degree in Healthcare Administration or equivalent
• 5 years of Medical Office Experience
• Valid Texas Driver License
• MS Office Programs

• Engaging Clinical Work – A varied, and complex neurological and musculoskeletal caseload keeps every day different and fuels lifelong learning and passion for the unique aspects of rehabilitation.
• Ongoing Growth & Development – Access to in-house mentorship and professional development support, clinical in-services, CEUs, and a dedicated CEU Fund with extra PTO for continuing education.
• Balanced Workload – Reasonable productivity standards, mindful weekly evaluation caps, and protected documentation time built into your week on Friday afternoons.
• Tools to Succeed – Company-issued tablet for streamlined point-of-care documentation.
• Time to Recharge – Accrued PTO starting at 80 hours/year for new team members and increasing with tenure, plus 17 paid holidays including a two-week winter break over Christmas and New Year’s.
• Special Leave Options – Paid time off available for parental/family leave, jury duty, bereavement, graduations, and weddings.
• Team Culture & Connection – Yearly team-building retreat, quarterly potlucks, and holiday celebrations that bring us together.
• Comprehensive Benefits – Competitive health insurance with 80% of premiums covered for employees and their families, plus fully employer-paid short- and long-term disability and life insurance.
• Additional Security – Supplemental insurance options and a 403B retirement plan.
• Stability & Flexibility – A salaried position that offers consistent pay and supports a healthy work–life balance.