Operations Manager

Job Description

Job Description

Job Description : Operations Manager Reports To :

Chief Executive Officer (CEO)

Direct Reports :

Office Manager, Clinical Manager, Nurse Manager, IVF Coordinator, CBO / Billing Manager, Embryology and Andrology Technical Supervisors, and additional administrative leadership as assigned.

Position Summary

The Operations Manager is responsible for the strategic and day-to-day operational performance of CARE Fertility’s multi-site organization, including clinical, administrative, and surgical operations across the Bedford and Fort Worth locations, Ambulatory Surgery Center (ASC), and both high-complexity laboratories. This role serves as a key member of the executive team and functions as the operational backbone of the practice—aligning people, processes, and technology to deliver high-quality, efficient, and compliant patient care.

The Operations Manager ensures fiscal discipline, operational integrity, and organizational cohesion through cross-departmental coordination, process redesign, and data-driven management.

Core Responsibilities 1. Strategic Operations & Leadership

Partner directly with the CEO to execute organizational strategy and operational initiatives supporting practice growth and patient experience.

Oversee operations for all clinical and administrative departments, ensuring alignment with regulatory, accreditation, and fiscal goals.

Develop and manage performance dashboards, KPIs, and metrics (e.g., charge capture, Phreesia compliance, patient satisfaction, AR >

90 performance, collections per patient, etc.).

Lead operational turnaround projects and culture transformation initiatives aimed at improving retention, accountability, and efficiency.

Drive change management initiatives related to workflow restructuring, department integration, and leadership development.

2. Clinical & ASC Operations

Oversee ASC operations and ensure compliance with AAAASF, OSHA, HIPAA, and CMS standards.

Ensure staffing, credentialing, and privileging meet surgical and anesthesia regulatory requirements.

Maintain efficient surgical scheduling, case flow, and coordination between clinical and laboratory teams.

Develop and oversee departmental standard operating procedures (SOPs), clinical workflows, and safety policies.

3. Central Business Office & Revenue Cycle Management

Direct the CBO team responsible for billing, AR management, and collections, ensuring financial accuracy and compliance.

Oversee payer contract negotiations, fee schedule updates, and revenue integrity initiatives.

Collaborate with accounting to align revenue recognition, month-end reporting, and financial forecasting.

Monitor collection metrics, denial rates, and charge lag, implementing process improvements as necessary.

4. Patient Experience & Front-End Operations

Manage front-end operations including front desk, new patient coordination, and IVF coordination.

Implement and oversee digital engagement platforms (Phreesia, EngagedMD Navigate, etc.) to streamline intake, consents, and patient education.

Establish and monitor department-level goals to improve scheduling efficiency, conversion rates, and patient satisfaction.

Support front office leadership development through defined performance metrics and standardized training.

5. EMR / PM Systems & Data Integration

Lead EMR / PM migration projects (e.g., Centricity to custom EMR, Waystar integration, HL7 connectivity).

Oversee system optimization for billing, patient engagement, and workflow automation.

Manage vendor relationships, software implementation timelines, and interoperability compliance.

Use data analytics to identify operational bottlenecks and design process improvements.

6. HR, Compliance & Policy Governance

Partner with HR and departmental leaders to ensure clear role definitions, performance evaluations, and equitable pay structures.

Create and maintain governance documents including organizational policies, employee handbooks, and departmental manuals.

Conduct workforce planning, succession management, and leadership training for future growth.

Ensure compliance with employment law, healthcare regulations, and internal policies.

7. Financial Oversight & Budget Management

Develop and manage departmental and organizational budgets in alignment with strategic priorities.

Review monthly financial performance reports with the CEO and accounting.

Drive cost-containment initiatives, vendor contract review, and purchasing approvals.

Support revenue forecasting and strategic investment analysis for growth initiatives.

Key Performance Indicators

Year-over-year improvement in collections, AR days, and charge capture.

Reduction in operational redundancies and overtime expenses.

Sustained regulatory and accreditation compliance across all entities.

Achievement of patient experience benchmarks and departmental KPIs.

Successful implementation of system migrations and workflow standardization.

Qualifications & Competencies

Proven experience leading multi-site healthcare operations (ASC and clinic).

Strong analytical, financial, and project management skills.

Demonstrated success in staff development, team restructuring, and cultural realignment.

Deep understanding of revenue cycle management, EMR / PM systems, and healthcare compliance.

Exceptional communication, diplomacy, and organizational design capabilities.

Bachelor’s degree required; advanced degree or certification in healthcare administration, operations management, or related field preferred.

Leadership & Behavioral Expectations

Demonstrates composure under pressure and models professionalism across all organizational levels.

Balances strategic vision with tactical execution and accountability.

Acts as a cultural anchor, maintaining trust, fairness, and transparency in all interactions.

Fosters cross-functional collaboration and ensures department leaders are empowered and accountable.

Anticipates challenges, identifies systemic risks, and implements proactive solutions.