Regional Office Manager

Regional Office Manager Well Rooted Health Collective Saint Charles, IL Job Details $65,000 - $75,000 a year 1 day ago Qualifications Workplace dispute resolution Team development Driver's License Leading team collaboration initiatives Team motivation (leadership skill) Cross-functional communication Full Job Description

JOB SUMMARY

The Regional Office Manager is a key operational leader within Well-Rooted Health Collective, responsible for the day-to-day clinical and administrative operations across our Oak Brook and St. Charles locations, with availability to support Crystal Lake as needed. This role serves as the operational heartbeat of the practice — ensuring each location functions with consistency, warmth, and excellence. Reporting to the Chief Operating Officer, the Regional Office Manager is the primary point of contact for staff, patients, and providers at the site level. This person creates and sustains a culture of positivity, clear communication, and aligned purpose — ensuring that every patient experience reflects the Well-Rooted standard of root-cause, relationship-centered care.

CORE RESPONSIBILITIES MULTI-SITE OPERATIONAL OVERSIGHT

Serve as the primary operational lead across Oak Brook Pediatrics and St. Charles Women's Clinic, with availability for Crystal Lake Pediatrics & Health Collective as needed Ensure each location operates with efficiency, consistency, and alignment to Well-Rooted standards Conduct regular site walkthroughs to assess workflow, environment, and staff dynamics Identify and resolve operational gaps before they impact the patient or provider experience Serve as the escalation point for day-to-day issues at each site This role requires on‑site presence at Oak Brook and St. Charles weekly, with occasional travel to Crystal Lake. Some flexibility for urgent operational needs outside standard hours may be required.

CLINICAL OPERATIONS SUPPORT

Oversee clinical workflows in coordination with providers to ensure smooth patient flow Support scheduling integrity, room utilization, and provider readiness across sites Ensure clinical protocols and intake processes are followed consistently Collaborate with New Patient Coordinators to monitor inquiry-to-booking conversion and resolve bottlenecks Maintain a working understanding of functional medicine workflows to support clinical staff effectively

TEAM LEADERSHIP & CULTURE

Foster a workplace culture defined by positivity, mutual respect, and clear communication Address interpersonal conflict with directness and compassion — negativity does not pass through this role unchecked Conduct regular check-ins with site staff to identify morale, workload, or workflow concerns early Serve as a visible, present, and approachable leader for all team members across locations Model and reinforce Well-Rooted values in every interaction: belief, thoroughness, and patient-first care Partner with HR/COO on corrective action when needed

COMMUNICATION & CROSS-SITE COORDINATION

Maintain consistent communication between Oak Brook, St. Charles, and Crystal Lake teams Serve as the information bridge between site staff and the COO / leadership team Ensure announcements, policy changes, and practice updates are communicated clearly and uniformly across all locations Participate in leadership meetings and translate organizational priorities into site-level action

PATIENT EXPERIENCE

Champion a seamless, welcoming patient environment that reflects the Well-Rooted brand at every touchpoint Resolve patient concerns at the site level before escalation, ensuring swift and gracious resolution Uphold the standard that every patient interaction is informed by belief, warmth, and root-cause intention

COMPLIANCE OVERSIGHT

Ensure adherence to HIPAA, OSHA, and clinic safety protocols Support incident reporting and follow up Maintain compliance documentation as required

QUALIFICATIONS REQUIRED

3+ years of experience in healthcare office management, multi-site operations, or clinical administration Demonstrated ability to lead teams across multiple locations with a consistent, steady presence Strong interpersonal and conflict-resolution skills; models and enforces a positive workplace culture Exceptional organizational and communication skills — written, verbal, and across teams Proficient in practice management or EMR systems; ability to learn new software quickly Valid driver's license and reliable transportation for multi-site travel (Oak Brook, St. Charles, Crystal Lake)

PREFERRED

Experience in a cash-pay, functional medicine, integrative health, or concierge care environment Prior experience supporting clinical operations alongside providers (APRNs, physicians, or allied health) Familiarity with patient experience best practices in a fee-for-service or membership model Background in HR coordination, onboarding, or staff development at the site level

PHYSICAL REQUIREMENTS

Ability to stand/walk during site walkthroughs Ability to lift up to 20 lbs (supplies, charts, etc.) Ability to travel between sites