Practice Operations Manager

Practice Operations Manager – U.S. Healthcare (Remote from Colombia)

About us
Vargas Foot Specialists is a private podiatry practice in Houston, Texas. We are looking for an operations leader to manage our administrative and operational performance remotely, working closely with the physician-owner.

About the role
You will lead the day-to-day administrative operation of the practice: supervising department leads, tracking performance metrics, and turning growth initiatives into projects that get fully implemented. You will report directly to the owner and have authority over administrative activities: assigning responsibilities, setting deadlines, leading meetings and following up on performance. Clinical decisions, hiring, terminations and major financial decisions remain with the owner.

Team you will lead

Front office lead and back office lead (on-site in Houston, 4 employees total)
2 virtual assistants (1 full-time, 1 part-time)
An on-site coordinator who supports tasks that require physical presence

Key responsibilities

Team leadership

Supervise front and back office leads and coordinate the virtual assistants.
Run regular one-on-one and team meetings to review goals, results and obstacles.
Set clear performance expectations, give feedback and follow up on underperformance.

Projects and implementation

Turn the owner’s ideas into concrete projects with owners, deadlines and measurable goals.
Drive projects through to full implementation (new technologies, treatments, admin systems, process improvements).
Research tools and opportunities and present your own recommendations.

Operations and efficiency

Monitor KPIs: scheduled appointments, show rate, cancellations, no-shows and patient follow-up.
Follow up on billing, authorizations, collections and other administrative issues.
Make sure each department has clear procedures and follows them.
Coordinate inventory and supply needs with on-site staff.

Marketing and growth

Coordinate internal marketing, patient reactivation and treatment follow-up programs.
Oversee the referral-development representative’s activity and results.
Propose initiatives to increase patient volume.

Reporting

Deliver a weekly executive report: KPIs, completed projects, open issues and recommendations.
Maintain a centralized task and project tracking system.

Requirements

3+ years of verifiable experience leading teams or coordinating administrative operations.
Healthcare experience, ideally with U.S. medical practices or companies providing administrative services to them.
Advanced English (C1+), written and spoken, comfortable leading difficult conversations with U.S. employees.
Experience setting KPIs, building reports and tracking results.
Experience supervising remote teams and managing multiple projects at once.
Strong Excel skills and proficiency with Microsoft 365 (Word, Outlook, Teams) and project management tools.
Full-time availability on Houston time (Central Time).

Nice to have

Knowledge of scheduling, insurance verification, referrals, prior authorizations and medical billing.
Experience with EMR systems and patient management platforms.
Experience implementing procedures and operational controls.
Familiarity with healthcare financial and operational metrics.
Use of AI tools for productivity, reporting or automation.

Who you are

You take initiative and don’t wait for instructions.
You follow through relentlessly until things are done.
You hold people accountable while keeping good working relationships.
You bring solutions and recommendations, not just problems.
You are organized, punctual, adaptable and genuinely interested in growing a business.

This is not an expanded virtual assistant role. We are looking for someone with a management mindset who takes real ownership of results.

What we offer

100% remote, full-time independent contractor position
Competitive monthly compensation in USD, based on experience
Direct work with the practice owner and real impact on the growth of the business

Location: Remote - Colombia

Skills required for this job:

• Artificial intelligence tools
• Data reporting
• Electronic medical records (EMR)
• Healthcare
• Healthcare analytics
• Insurance verification
• Key performance indicators (KPIs)
• Medical billing
• Microsoft 365
• Microsoft Excel
• Operations controlling
• Operations management
• Prior authorization
• Project management
• Referral management
• Remote Team Management
• Team leadership