Operations Manager - NuLife Institute

Position Title: Operations Manager - High-End Concierge Medical Practice

Overview: We are seeking a dynamic and experienced Operations Manager to join our high-end concierge medical practice. The ideal candidate will be responsible for overseeing the day-to-day operations of the practice, ensuring seamless delivery of exceptional services to our discerning clientele. This role requires strong leadership skills, impeccable attention to detail, and a deep understanding of the healthcare industry, particularly in the concierge medicine sector.

We are searching for TOP TALENT! NuLife Institute is Miami’s premier medical facility for Functional, Integrative Medicine and Age Management.

Founded on the philosophy of putting the patient first, we are looking for candidates with a focus on Quality and Professionalism.

This position offers the opportunity to play a pivotal role in shaping the future of our concierge medical practice and making a meaningful impact on the lives of our patients. If you are a motivated and results-driven leader with a passion for healthcare excellence, we invite you to join our team.

We are searching for a driven and customer service oriented Medical Practice Manager to help drive our patient retention and practice operations success. As a concierge focused medical facility we operate under a Self-Pay patient model.

ESSENTIAL FUNCTIONS

The primary responsibility of the Operations Manager is to supervise the operations of the medical practice to ensure compliance with State and Federal regulations and company policies and procedures that ensure the safety, security and privacy of the staff and its customers. The individual provides support and guidance to staff so that the office runs efficiently and effectively.

Requirements

ROLE RESPONSIBILITIES

1. Organizational Management: Oversee day-to-day operations and manage various operational facets of the concierge medical practice.
2. Staffing and Scheduling: Ensure appropriate staffing levels, manage employee schedules, coordinate shifts, and manage cover for leave and sickness.
3. Training and Development: Arrange and oversee the training and development of medical and support staff (not sales staff) to ensure a high level of competence and efficiency.
4. Recruitment: Oversee the recruitment process for new hires and participate in the selection and onboarding processes. (MA, Front Desk, Support Staff, Admin, Processors )
5. Policy Compliance: Ensure compliance with federal, state, and local regulations, as well as adhere to healthcare industry standards and best practices. Working with COO on this.
6. Quality Control: Monitor and maintain high standards of care, ensure compliance with health and safety regulations, and lead initiatives to improve quality where possible.
7. Patient Relations: Manage relationships with patients, including handling complaints and feedback, ensuring high levels of customer service, and maintaining patient confidentiality. Patient Flow as they enter and exit facilities.
8. Patient Relations: Helping and guiding patients coming in from other locations for treatments and services to ensure handled properly for treatment and possible sales.
9. Vendor Relations: Coordinate with vendors, contractors, and suppliers, negotiate contracts and prices, and ensure the quality of goods or services received. (Working with admin on this. )
10. Staff Budget Management: Develop and oversee budgets per location for staffing (work with COO)
11. Inventory Management: Monitor and control inventory, supplies, and equipment, ensuring availability when needed and efficient cost control. (Working with admin on this. )
12. Maintenance Oversight: Oversee maintenance of the physical premises, including regular inspections and coordination of repairs and renovations.
13. Information Management: Oversee record-keeping procedures, ensuring patient information is properly stored, secured, and easily accessible when needed. Daily
14. Strategic Planning: Participate in strategic planning to guide the growth and development of the practice, aligning operations with long-term objectives.
15. Process Improvement: Identify, develop, and implement processes and procedures to improve efficiency and effectiveness of the operations.
16. Performance Management: Monitor and evaluate the performance of staff and the practice, implementing measures to rectify underperformance and enhance overall productivity.
17. Technology Implementation: Evaluate, select, and implement relevant technologies to streamline operations and improve patient care. (Working with all C Level staff and SF Staff.)
18. Collaboration: Work closely with medical and administrative staff to foster teamwork, communication, and seamless service delivery.
19. Communication: Communicate clearly and regularly with staff, management, and other stakeholders about operational issues, changes, and achievements.
20. Leadership: Provide strong leadership, promote a positive work culture, and uphold the mission and values of the practice.

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SUPERVISORY RESPONSIBILITIES

• Directly Manages Administrative Team Members, as well as supervises Medical Team members.
• Recruiting, interviewing, hiring, and coaching team members with other Management Team members, in accordance with company policies.
• On-going team member performance management is a key responsibility with an essential role in team member training and coaching to maintain an efficient and happy team.
• Ensures regulatory compliance with HIPAA, OSHA, and other federal, state, and local regulations.
• Coordinates staff meetings for administrative and clinical staff
• Ensures staffing is appropriate for day-to-day operations.

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QUALIFICATIONS/REQUIREMENTS

• Management Experience, minimum 5 years (preferred)
• Minimum of 5 years of experience in healthcare management, preferably in a concierge medicine setting.
• General Computer knowledge and Experience (Word, Excel, Salesforce (CRM) , Electronic Medical Records, etc.)
• Business and financial experiential knowledge required.
• Bachelor’s degree in healthcare or related field. (preferred)
• Experiential knowledge of the patient centered model of care delivery (*required)
• Strong leadership and organizational skills are imperative.
• Customer Service Oriented background
• Ability to be self-directed and a self-starter.
• Highly strategic, creative and process oriented.
• Proficient in Workflow implementation and self-auditing reviews of current systems
• Strong coaching and leadership skills to drive performance and efficiency.
• Practical knowledge and experience in working with patient management software to optimize operations.
• Knowledge of HIPAA OSHA, and other federal, state, and local regulations.
• Knowledge of maintaining medical supplies for medical office.
• Ability to communicate professionally with Medical Team, Administrative Team, distributors/supplies, Pharmacy Representatives, patients and guests.

COMPANY DESCRIPTION

Since our founding the company has worked hard to create a satisfying working atmosphere that gives all of our associates a sense of purpose, well-being and teamwork, understanding that together we are stronger in our ability to deliver an excellent customer experience and better patient outcomes...on top of all of this, we like to have fun while we work.

If this kind of environment sounds like a place for you...then join us! Together we’ll help all patients receive the care they need and deserve...and you’ll feel better too, we promise! We are a unique Functional, Integrative Medicine and Age Management practice designed to offer providers a more satisfying, meaningful work environment and to offer patients higher-quality care.

Benefits

Retirement Plan

• 401(k) [Matching]

Health Insurance

• Medical
• Dental
• Vision

(PTO) Paid Time Off