Operations Manager (103948)

SECTION 1: Job Summary (Summary of the basic functions of the position)

The Operations Manager works closely with the Practice Administrator and Providers to the ensure
day-to-day functions of the clinic are completed in regards to the operational structure of the office. The
duties include but are not limited to the items listed in Section 2.

SECTION 2: Duties and Responsibilities (Responsibilities necessary to accomplish job functions)

• Process contracts and expense reimbursements, and track honorarium for Providers
• Renew all providers’ licenses and certifications
• Complete and submit paperwork to apply for medical licenses in other states
• Renew MICA policies
• Renew DEA certificates for all providers
• Help schedule staff trainings with reps
• Schedule travel and accommodations for staff when necessary
• Create staff meeting and ops meeting agendas
• Type meeting minutes
• Assist with quarterly inventory reports
• Create a spreadsheet for Allergan purchases to confirm accuracy of rebate check
• Pull Nextech reports and compile provider numbers for review
• Sort mail and distribute to correct recipients daily
• Order business cards, note pads, and appointment cards
• Schedule photographer for staff headshots
• Create job postings and post to Indeed
• Conduct phone screening interviews, schedule interviews with candidates, call candidates’ references, and assist with interviews
• Manage phone system
• Coordinate gifts for employees or patients
• Approve and manage staff procedure requests and billing
• Track monthly product sales for quarterly product bonus
• Send invoices to patients and staff monthly
• Send patients to collections
• Assist the front when short-staffed
• Update employee e-mail, phone, and birthday lists
• Manage IT—work with EC Group on issues and projects
• Assist with planning and executing events—Dream Street, Boot Camp, and Open House
• Review timecards and make corrections when necessary
• Track ETO—allowed and taken
• Coordinate and manage HIPAA certifications for all employees
• Keep track of covered parking for employees