Senior Office Manager (Healthcare Operations) -Phoenix Westgate

About Therapy Tree Therapy Tree is a fast-growing, multi-location pediatric therapy company providing speech, occupational, and physical therapy services across Arizona.

We serve thousands of families each month and operate high-volume clinics with 148+ therapists and seven locations.

We are scaling into a platform organization with best-in-class systems, outcomes, and patient experience.

We are looking for Senior-level Office Managers who can take full ownership of clinic operations, team performance, and workflow execution.

Position Summary The Senior Office Manager is responsible for running a busy outpatient therapy clinic like a business unit — ensuring smooth operations, high staff performance, and achievement of key metrics including utilization, scheduling efficiency, therapist productivity, and patient experience.

This is not an entry-level role .

Candidates must have demonstrated experience managing teams, hitting numbers, resolving problems independently, and leading a clinic without daily oversight.

The Senior Office Manager must be confident, emotionally steady, data-driven, solutions-oriented, and comfortable holding others accountable.

Key Responsibilities 1.

Operational Leadership Oversee daily operations of a high-volume pediatric therapy clinic (150–200 patients/day).

Ensure standard operating procedures are followed 100% of the time.

Maintain smooth clinic flow, staffing coverage, and real-time problem-solving.

Identify operational gaps and implement corrective action quickly and independently. 2.

Staff Leadership & Accountability Directly supervise front desk staff and clinic assistants.

Partner with the Clinical Director to ensure therapists meet productivity and scheduling expectations.

Hold team members accountable to performance standards with consistency and professionalism.

Conduct coaching, performance improvement plans, and corrective actions when needed.

Promote a healthy, stable work culture with low drama and strong communication norms. 3.

Metrics Ownership & Reporting Own weekly clinic numbers:

• Billable hours No-show/cancellation rates Schedule utilization Patient flow and throughput Therapist productivity targets Monitor dashboards and take proactive action to correct trends.
• Provide accurate, timely data and ensure the clinic hits monthly operational targets. 4.
• Scheduling & Capacity Management Ensure therapist schedules are filled to targeted levels and optimized daily.
• Manage waitlists, cancellations, and capacity forecasting.
• Collaborate with Recruiting, Scheduling, and Home Office teams to maintain staffing and appointment availability. 5.
• Patient Experience & Communication Ensure families receive exceptional customer service, clear communication, and timely follow-up.
• Resolve escalated patient concerns with maturity and professionalism.
• Maintain a welcoming, organized clinic environment. 6.
• Administrative & Technical Skills Use Microsoft Excel or Google Sheets proficiently (filters, pivot tables, VLOOKUPs, basic formulas).
• Manage clinic documentation accuracy.
• Ensure completion of daily/weekly checklists, logs, and compliance tasks.
• Use EMR and scheduling systems independently and accurately. Required Qualifications 4–7+ years of leadership experience in healthcare, education, hospitality, or similar operational environments.
• Proven ability to lead teams, enforce standards, and drive results .
• Strong math and analytical skills — must be comfortable working with metrics and spreadsheets.
• Exceptional communication skills — clear, concise, direct, and professional.
• Ability to operate independently, make decisions, and anticipate needs without micromanagement.
• High emotional intelligence with the ability to receive and give feedback constructively.
• Experience managing staff performance and handling difficult conversations.
• Strong time-management, prioritization, and organizational skills. Preferred Qualifications Experience in pediatric therapy, medical offices, or multi-provider clinics.
• Experience overseeing 15–40 employees or multiple departments.
• Experience with project management or operations improvement initiatives.
• Comfortable working in a fast-paced, high-growth environment. Success Criteria (What “Outstanding” Looks Like) The clinic consistently hits or exceeds billable hour and productivity goals .
• Daily operations run smoothly with no need for CEO micromanagement .
• Front desk and support staff deliver high-quality work with accountability.
• Therapists feel supported, not burned out, and schedules remain full.
• Problems are identified early and solved without escalation.
• Communication is proactive, timely, accurate, and consistent.
• The Senior Office Manager becomes a trusted operational leader at Therapy Tree.

Company Culture Expectations We value leaders who are:

• Direct but kind Accountable and consistent Calm under pressure Driven by data and outcomes Solutions-oriented Not overly sensitive or resistant to accountability Capable of handling a high-performance environment Powered by JazzHR