Operations Manager

3 months ago

Menlo Park, United States Private Medical Full time
Job DescriptionJob DescriptionSalary: $140K-$145K/year based on experience

FYI: this is an onsite role, M-F, traditional business hours at our Menlo Park office


Who are we?

Private Medical has spent the last 20 years creating a new category of concierge  medicine — private medicine — by designing a system that honors the relationship between patients, physicians, and each member of the care team. Based in California, New York and Florida, our physician-led teams work in concert with our Gynecologists, Naturopathic Medicine Doctors, curated local specialists, elite medical centers, and specialists around the world, to provide evidence-based, longitudinal care to our members and their families. Private Medical is, by design, privately held and free from any conflicts of interests.


Right now we're looking for an experienced operations manager to join our Menlo Park team Our site specific Operations Managers ensure efficient day-to-day operations within the office. They also manage and support staff members and connect them to the right people/department to address their needs or delegate as needed.  


About you:


  • Education: Bachelor’s degree in a health related field required (i.e., Health Administration, Public Health, or Health Science)
  • Experience: must have at least five (5) years of medical office management experience
  • A high degree of professionalism 
  • Managerial experience and mentoring of junior team members
  • Strong organizational, written, verbal communication, and time management skills
  • Ability to establish rapport and work effectively with a variety of people


What will you be doing in this role?


People operations:

  • Direct manager for all site Patient Care Coordinators (there are currently 7 Patient Care Coordinators that this role will manage)
  • Provides day-to-day (non-clinical) management for RNs and works closely with the RN Supervisor and MD Site Lead for any personnel issues. 
  • Approve and manage PTO (for Patient Care Coordinators, MDs and Medical Assistant/Clinical Logistic Techs) requests for assigned offices and ensure calendars are appropriately labeled for coverage and teams. 
  • Approve time cards twice a month as first line approval 
  • Correct any missed clock in/out punches, lunches, etc.  
  • Ensure staff members are appropriately covered to take lunches and breaks
  • Be the first point of contact for unplanned staff absences
  • Coordinate with team leads (MD Site Lead and RN Supervisor) when there are staff absences to make sure the office is appropriately staffed.
  • Ensure proper wardrobe among staff members
  • Promote a friendly, team oriented office dynamic and be the first point of contact for conflict resolution.
  • Mediate interpersonal staff questions and concerns
  • Coordinate training meeting schedule between teams
  • Onboarding of new team members
  • Support IT, desk and logistics set up


Customer Service and Leadership responsibilities:

  • Lead by example and strive to achieve excellence in delivering the Patient Experience and a productive and supportive team atmosphere among employees
  • Coordinate with all Site Operations Managers to ensure consistency at each site
  • Coordinate monthly All Hands Staff Meetings at respective sites
  • Participate in monthly Operations meetings
  • Provide feedback and ideas from his/her office regarding specific procedures, implementations, and day to day operations
  • Manage office vendors


Compliance responsibilities with our Clinical Operations Team:

  • License renewals, DEA, hospital privileges, medical boards, professional liability, membership and academic renewals.  
  • Documentation for hospitals
  • Site Safety/OSHA Monitor 
  • Site HIPAA Monitor
  • Patient Safety (equipment calibration, appropriate postings in the office)
  • Communicate compliance needs to the Clinical Operations Team.  
  • Coordinate MD/ND credentialing needs with the Clinical Operations Team


Site Real Estate 

  • Ensure the office maintains a flawless presentation by upholding the design, furniture layout and approved accessories.  Coordinates with the Director of Real Estate for any items that need to be changed or adjusted. 
  • Coordinate construction and build out needs with leadership and Director of Real Estate
  • Manage office maintenance, cleanliness and refurbishment. This includes day-to-day appearance of the office and first line of responsibility for items requiring immediate attention. 
  • Monitor office supplies, break room items, maintain storage in proper order
  • Replenish food supplies as needed
  • Ship items as needed to other offices
  • Point person for coordination of furniture and physical asset delivery and maintenance of asset inventory in conjunction with Finance
  • Maintain office seating chart


Finance backup

  • Complete monthly Expensify report with corresponding office receipts 
  • Ability to accept and process credit card payments for patients and deposit checks when the Finance Manager is unavailable.  


What else are we looking for?

  • Advanced computer literacy, primarily with Apple products and a diverse knowledge of EHRs
  • Strong verbal and written communication abilities
  • EQ - The ability to recognize, understand, and manage emotions in oneself and others. This includes:
    • Self-awareness: Being aware of one's own feelings and strengths and weaknesses
    • Self-control: Being able to control impulsive feelings and behaviors, and manage emotions in healthy ways
    • Empathy: Being able to understand how others feel and respond appropriately
  • Proven ability to work in a cross-functional, fast-paced environment and lead complex initiatives
  • Exceptional organizational skills, proactive planner, collaborator and attention to detail


Whats in it for you?

  • A competitive starting salary commensurate with experience and skills (target: $140K-$145/year)
  • 401(k) with a match (up to 3% of salary)
  • Robust health benefits
  • 3 weeks of paid time off plus 10 paid holidays off & 1 floating holiday
  • ...and most importantly more time to provide outstanding care for patients and work with great colleagues


At Private Medical, we know that a great experience for patients, physicians, and the entire team transpires when people from different geographies, religions, ethnicities, political affiliations, genders, abilities, and creeds engage in collaboration. It is vital that we remain curious and compassionate towards ourselves and others, that we celebrate the new perspectives diversity invites us to see, and that we learn and adapt to the influence of our community to foster a safe and collaborative space.

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