Clinic Manager - Hyperbaric Medicine & Practice Operations
Position Overview
We are seeking a hands-on Clinic Manager with a strong clinical background to own and operate the day-to-day performance of our hyperbaric oxygen therapy (HBOT) center. This is a player-coach role that combines leadership, operational oversight, practice administration, and direct patient care.
Key Responsibilities
Own all patient communication and pipeline management through the CRM, ensuring timely follow-up, accurate documentation, and no gaps in the patient journey from initial inquiry through treatment
Serve as an early point of contact for prospective patients, providing clear education and communication throughout the intake process
Oversee patient onboarding, ensuring a smooth, organized, and welcoming experience
Coordinate patient intake forms, maintain accurate records, and schedule Medical Director consultations as needed
Actively participate in administering HBOT sessions, working alongside technicians to support patient care, maintain flow, and ensure safety
Step in to support HBOT technicians as needed, including running or assisting with sessions to maintain efficient patient flow and team support
Support patient assessments and onboarding in collaboration with the Medical Director
Oversee insurance verification, authorization, and benefits investigation workflows
Coordinate with patients, providers, and insurance carriers to facilitate timely access to care
Monitor insurance-related processes to ensure accuracy, efficiency, and compliance
Support billing and reimbursement workflows while maintaining exceptional patient communication
Identify opportunities to improve administrative processes, workflow efficiency, and operational effectiveness
Maintain exceptional attention to detail across all patient records, insurance documentation, scheduling, and financial workflows
Own and manage all aspects of the center's daily operations, ensuring consistency, organization, and efficiency
Establish and communicate a clear next-day operational plan in advance, ensuring staff begin each shift with clarity on responsibilities, priorities, and leadership coverage
Address and resolve operational issues proactively; escalate only when necessary
Manage oxygen inventory and coordinate deliveries to ensure uninterrupted services
Support billing processes, including patient charges and packages, ensuring accuracy and compliance
Develop systems and processes that improve efficiency, accountability, and patient experience
Act as the clear leader of the center, ensuring all team members understand expectations, responsibilities, and who to go to for direction at all times
Work alongside technicians, supporting sessions and stepping in as needed to maintain flow and team support
Create and maintain structured, proactive communication across the team (daily planning, schedule updates, expectations)
Develop staffing plans and schedules that support both patient demand and team stability
Conduct regular 1:1s, provide feedback, and address performance issues promptly and directly
Foster a collaborative, accountable, and high-performing team environment
Ensure consistent, proactive communication so all staff operate with clarity and alignment
Communicate schedules in advance and provide timely updates as needed
Set clear expectations for part-time and full-time staff, including roles, responsibilities, and opportunities for additional hours
Ensure no staff member begins a shift without clear direction, expectations, and leadership structure
Serve as the Safety Coordinator, ensuring adherence to all safety protocols and regulatory standards
Maintain a safe, compliant, and well-managed environment for both patients and staff
Qualifications
Clinical healthcare experience required (MA, EMT, RN, LPN, or similar)
Medical practice management experience strongly preferred
Experience with insurance verification, authorizations, benefits investigation, claims support, and patient financial coordination strongly preferred
Exceptional organizational skills and attention to detail
Demonstrated ability to multitask and manage competing priorities in a fast-paced healthcare environment
Strong leadership, communication, and problem-solving skills
Experience leading teams in a healthcare, specialty clinic, or wellness environment
Comfortable with EMR systems, CRMs, scheduling platforms, and healthcare technology
Ability to take ownership, drive accountability, and lead by example
Benefits
Health Insurance (Medical, Dental, Vision)
Paid Time Off
Employee Discount