Clinical Operations Manager

Job Description

The Clinical Operations Manager will oversee the daily operations of the clinic to ensure the clinic is fiscally viable to support its vision and mission. This is highly responsible administrative work that involves overseeing and coordinating the daily operations of the rehabilitation facility; supervising business office staff; overseeing patient and third party payer billing; and communicating directly with the clinic director, university employees, students, referral sources, insurance companies, patients, and visitors.

Knowledge, skills and abilities

• Bachelor’s degree in healthcare administration, business administration, or a related field, or equivalent combination of education and experience.
• Two or more years experience managing operations in a healthcare or rehabilitation clinic setting.
• Experience with patient billing, reimbursement processes, and financial tracking.
• Experience supervising staff or coordinating team workflows.
• Knowledge of healthcare regulations, including Medicare, Medicaid, HIPAA , and payer requirements.
• Working knowledge of CPT and ICD coding and medical terminology.
• Strong understanding of billing, collections, and reimbursement processes.
• Proficiency with electronic medical records ( EMR ) and scheduling systems.
• Strong organizational, communication, and problem-solving skills.
• Ability to analyze financial reports, explanation of benefits (EOBs), and regulatory documents.
• Demonstrated ability to manage multiple priorities and respond to routine and unexpected operational challenges.
• Strong customer service and interpersonal skills.
• Ability to lead, supervise, and direct the work of others.

Special licenses, registration or certification

CPR Certified or able to obtain within six months of hire.

Education or training

None

Level and type of experience

• Considerable experience managing a medical office, including experience managing patient accounts and accurately recording payments and adjustments. Some experience with electronic scheduling and billing.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

• Experience managing the business operations of an outpatient rehabilitation or physical therapy clinic.
• Experience with Medicare therapy regulations, including caps, exemptions, and appeals processes.
• Experience preparing for and managing accreditation or regulatory surveys.
• Experience with budget development, reconciliation, and financial forecasting.
• Knowledge of medical records systems, compliance standards, and audit processes.
• Experience launching or expanding a clinical practice or service line.
• Familiarity with university-based clinics or academic health systems.
• Familiarity with WebPT and/or Tebra or similar documentation and/or billing platforms

Conditions of Employment

• This is a 12-month, full-time classified staff position based in Norfolk, Virginia.
• Work is primarily performed in a clinical office environment with frequent interaction with patients, staff, students, and external stakeholders.
• The position requires regular on-site presence to support clinic operations.
• Occasional early morning, evening, or extended hours may be required to ensure clinic coverage and operational needs.
• The employee must comply with all university policies, healthcare regulations (including HIPAA ), and applicable state and federal laws.
• Employment is contingent upon a successful background check.
• The position may require periodic training related to compliance, safety, and healthcare regulations.
• Physical requirements include occasional standing, walking, and light lifting consistent with a clinical office environment.