Office Operations & Workflow

• Oversee the daily operations of the clinic and ensure that patient flow, provider schedules, staffing assignments, and administrative processes function efficiently.
• Work with leadership to develop and refine workflows for a multidisciplinary practice, including coordination between medical providers, behavioral health, nursing, front office, billing, and administrative teams.
• Identify bottlenecks in patient care, scheduling, intake, referrals, documentation, and follow-up, and implement practical solutions.
• Ensure the office is prepared for current needs while anticipating future operational needs as the clinic grows.
• Create, implement, and maintain standard operating procedures for key clinic functions.
• Support a culture of professionalism, accountability, collaboration, and patient-centered service.

Staff Oversight & Human Resources

• Supervise office staff, including front office, medical assistants, administrative personnel, and other assigned team members.
• Lead recruitment, interviewing, onboarding, training, performance management, and, when necessary, disciplinary action or termination.
• Ensure appropriate staffing levels based on provider schedules, patient volume, service lines, and clinic growth.
• Support employee relations by addressing concerns early, maintaining clear expectations, and helping foster a respectful and productive work environment.
• Maintain staff files, training records, competencies, and other required employment documentation.
• Work with leadership on compensation planning, role definitions, organizational structure, and future hiring needs.

Compliance, Survey Readiness & Operational Standards

• Ensure the clinic meets applicable healthcare operational requirements, including policies, procedures, personnel files, training documentation, safety standards, and compliance expectations.
• Prepare the office for site visits, health plan reviews, accreditation surveys, and other regulatory or operational inspections.
• Maintain readiness for standards related to clinic operations, patient privacy, staff training, infection control, emergency preparedness, and documentation.
• Coordinate corrective action plans when deficiencies or opportunities for improvement are identified.
• Ensure that operational processes remain consistent with applicable healthcare regulations and best practices.

Credentialing, Health Plans & Provider Support

• Oversee and coordinate provider credentialing and recredentialing with health plans, hospitals, and other required entities.
• Track credentialing deadlines, payer enrollment status, provider documentation, licenses, certifications, malpractice coverage, and related records.
• Work with billing, contracting, and leadership teams to support payer enrollment and operational readiness for new service lines or providers.
• Assist new providers with onboarding, clinic integration, scheduling templates, EMR access, and operational setup.
• Ensure credentialing and payer processes are organized, timely, and well-documented.

Growth, Planning & Infrastructure

• Partner with executive leadership to build scalable operational systems as Essenza expands.
• Assist with planning for additional providers, expanded services, new sites, and increased patient volume.
• Participate in vendor selection, equipment needs, supply management, facility coordination, and administrative infrastructure.
• Develop reports, dashboards, or tracking tools to support decision-making around staffing, workflow, patient volume, operational performance, and compliance.
• Bring forward recommendations to improve efficiency, patient experience, employee engagement, and overall clinic performance.

Communication & Leadership

• Serve as a central point of communication between leadership, providers, staff, vendors, and outside partners.
• Lead regular staff meetings and operational huddles.
• Communicate expectations clearly and follow through consistently.
• Maintain a calm, solution-oriented approach when addressing operational issues.
• Build trusted relationships with physicians, staff, and leadership while maintaining appropriate accountability.

Qualifications

• Minimum of 7–10 years of experience in healthcare operations, medical office management, human resources, or related healthcare leadership role.
• Experience in a physician practice, multidisciplinary clinic, hospital-based clinic, MSO, concierge medicine, behavioral health, women’s health, neurology, psychiatry, addiction medicine, or specialty healthcare setting preferred.
• Strong knowledge of healthcare operations, staffing, workflow development, compliance, personnel management, and documentation standards.
• Experience with credentialing, payer enrollment, site surveys, accreditation readiness, or health plan audits strongly preferred.
• Prior experience supervising staff and managing performance expectations.
• Familiarity with EMR systems, HR systems, payroll processes, scheduling workflows, and healthcare reporting tools.
• Strong written and verbal communication skills.
• Ability to work independently, anticipate needs, and create structure in a growing organization.
• Professional judgment, discretion, and ability to handle sensitive personnel, patient, and business information.

Ideal Attributes

• Proactive rather than reactive.
• Comfortable building systems from the ground up.
• Direct but compassionate with staff.
• Highly organized and detail-oriented.
• Able to balance compliance, efficiency, and culture.
• Calm under pressure.
• Comfortable working closely with physicians and executive leadership.
• Skilled at identifying gaps and implementing practical solutions.
• Invested in the long-term growth and reputation of the clinic.

Position Summary

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