Clinic Operations Manager (55812)

About the role

Rehab Resources is seeking a Clinic Office Manager to lead the administrative operations of its six pediatric outpatient therapy clinics in Southeast Wisconsin. This role oversees all front-desk and clerical staff, ensuring consistent, high-quality operations, patient and family experience, scheduling efficiency, and compliance with regulatory and billing standards.

Responsibilities

• Oversee day-to-day administrative and front-office operations across all six pediatric outpatient clinic locations.
• Conduct regular site visits to monitor consistency, staff performance, and operational standards.
• Implement and maintain standardized workflows, procedures, and policies across all sites.
• Serve as the primary administrative point of contact for site-specific issues; escalate clinical or clinical operations concerns to the appropriate clinical leadership.
• Coverage, staffing adjustments, and contingency planning for absences or surges in patient volume.
• Directly supervise, coach, schedule, and evaluate front-desk and administrative staff at all six clinic locations.
• Provide staff coverage in the event of open positions or time off coverage.
• Facilitate onboarding, training, and ongoing professional development for new and existing administrative team members.
• Conduct regular one-on-one check-ins and formal performance evaluations; provide timely, constructive feedback.
• Partner with HR and clinic leadership on performance management, corrective action, and staff recognition.
• Foster a positive, accountable, and team-oriented culture consistent with Rehab Resources' mission and values.
• Schedule and manage patient appointments efficiently, minimizing gaps and optimizing therapist utilization across all sites.
• Monitor waitlists, manage new patient intake workflows, and coordinate scheduling for evaluations and ongoing services.
• Identify and resolve scheduling bottlenecks or patient flow inefficiencies; report trends to leadership.
• Ensure referral intake processes are timely, accurate, and family-centered.
• Set and uphold high standards for patient and family-centered service at the front desk and throughout the administrative experience.
• Address escalated patient, family, or referral source concerns with professionalism and urgency.
• Gather and respond to patient/family feedback; implement service improvements based on findings.
• Ensure all clinic environments are welcoming, organized, and reflective of a high-quality pediatric therapy practice.
• Ensure accurate collection of patient demographics, insurance information, and authorizations at the point of scheduling and check-in.
• Maintain accurate and organized administrative records, including patient files, staff credentialing support documentation, and clinic correspondence.
• Manage office supply inventory, vendor relationships, and facility maintenance coordination across sites.
• Support accreditation, audit readiness, and quality improvement initiatives as directed by leadership.
• Communicate policy updates, procedural changes, and organizational announcements to administrative staff clearly and in a timely manner.

Qualifications

• Education: Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred; equivalent combination of education and experience considered.
• Experience: Minimum 3–5 years of experience in a medical or therapy office management role, with demonstrated supervisory responsibility. Multi-site or multi-location experience strongly preferred. Experience in a pediatric healthcare, therapy, or rehabilitation setting is a significant plus.
• Skills & Competencies: Strong leadership and staff development capabilities; ability to motivate and hold staff accountable across locations. Excellent interpersonal and communication skills; professional and warm demeanor with families, staff, and referral sources. Highly organized with the ability to manage competing priorities and multi-site responsibilities simultaneously. Proficiency in electronic health record (EHR) and practice management systems; experience with Raintree Health preferred. Microsoft Office 365 suite required. Sound judgment, discretion, and commitment to HIPAA confidentiality standards.

Benefits

This role offers a competitive compensation package, comprehensive benefits, and opportunities for career growth within a supportive and dynamic organization.

Pay

The salary range for this position is $50,000 - $70,000 annually, depending on experience and qualifications.

Schedule

The Clinic Office Manager works Monday through Friday, typically from 8:00 AM to 5:00 PM, with some evening and weekend work required to meet patient needs.