Administrative Operations Manager

Position Summary

The Administrative Operations Manager is responsible for overseeing the daily operations of our personal injury administrative departments, including new patient referrals, procedure scheduling, and medical records. This role will lead multiple administrative teams, monitor workflow, audit processes for quality and accuracy, resolve operational issues, and ensure exceptional communication with personal injury patients and our referral sources. The ideal candidate is a proactive leader with experience in personal injury, strong organizational skills, exceptional attention to detail, and the ability to improve processes while managing a high-volume workload.

Responsibilities

• Supervise and lead the personal injury administrative teams responsible for:
• New patient referrals and intake
• Procedure and surgery scheduling
• Medical records processing and requests
• Monitor daily workflows to ensure accuracy and completion within established timelines.
• Conduct regular audits to identify workflow issues, documentation errors, and opportunities for improvement.
• Develop and maintain standard operating procedures to improve efficiency and consistency across departments.
• Serve as the primary escalation point for complex administrative concerns including complaint resolution with patients and external partners, while fostering strong professional relationships with each.
• Ensure timely, professional communication via phone and email with patients, referring providers, healthcare partners, and other external contacts.
• Partner with practice leadership in the interviewing, hiring, and termination of administrative staff.
• Lead the onboarding and training of new administrative staff, ensuring a successful transition and consistent adherence to workflows.
• Track departmental performance metrics and ensure productivity goals are met.
• Coach, mentor, and develop administrative staff through ongoing training and performance management.
• Collaborate with physicians and leadership to improve operational efficiency and patient experience.
• Maintain compliance with HIPAA and practice policies.

Qualifications

• Bachelor's degree or Associate’s degree with a minimum of three (3) years of management experience.
• Prior experience working in a personal injury law firm or personal injury medical provider clinic is preferred.
• Bilingual (English & Spanish)
• Strong knowledge of medical office operations, scheduling, personal injury law, and healthcare compliance.
• Excellent leadership, communication, organizational, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment in order to meet deadlines.
• Reliable transportation and willingness to travel between clinic locations.
• Proficiency in Microsoft and Google Suite.

Benefits

HearNow ENT offers a competitive compensation and benefits package, including:

• Competitive salary based on experience
• Paid Time Off (PTO)
• Medical insurance
• Dental insurance
• Vision insurance
• Employer-paid life insurance
• Opportunities for professional growth and development

If you're an experienced healthcare operations leader who is passionate about building efficient teams and has experience in personal injury, we'd love to hear from you.

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Language:

• Spanish (Required)

Work Location: In person