Practice Operations & Staffing Manager for multiple locations We are a growing, physician-owned, multi-location rheumatology practice seeking a strong Practice Operations & Staffing Manager. This is a hands-on people-management position focused on staffing, employee accountability, provider support, conflict resolution, and the consistent execution of daily clinical operations. The successful candidate will work alongside an experienced Practice Manager who oversees revenue-cycle processes, infusion operations, reporting, policies, and administrative systems. This new position will focus primarily on managing people and daily practice operations. We need a confident, emotionally steady leader who can listen to concerns without allowing routine complaints or interpersonal issues to disrupt the practice. This individual must be comfortable setting boundaries, addressing performance concerns, and communicating effectively with both physicians and staff. Primary ResponsibilitiesStaffing and Employee Management Directly supervise medical assistants, front-desk staff, virtual assistants, and other assigned employees Recruit, interview, select, onboard, train, and retain employees Maintain appropriate staffing levels for each provider and location Create employee schedules and manage PTO, call-outs, late arrivals, and coverage issues Develop reliable backup plans for unexpected absences Monitor staff attendance, productivity, professionalism, and completion of assigned work Address repeated errors, poor performance, disruptive conduct, and failure to follow established processes Provide verbal coaching, written counseling, and performance-improvement plans when appropriate Partner with ownership and HR on disciplinary actions and terminations Prevent favoritism and enforce expectations consistently across the team Maintain appropriate professional boundaries with employees Provider Relations and Support Establish pipelines with training institutes to recruit talent Serve as the first operational point of contact for physician staffing and workflow concerns Listen to provider concerns, identify the underlying operational issue, and develop a practical solution Distinguish between urgent operational problems, legitimate staffing needs, and routine preferences Communicate realistic expectations to physicians regarding staffing, schedules, and available resources Address recurring provider concerns without becoming defensive or allowing conflict to escalate Ensure each provider receives appropriate clinical and administrative support Monitor provider templates, staffing assignments, and patient flow Facilitate productive communication between physicians, medical assistants, front-office staff, and administrative leadership Escalate significant concerns to the physician owner with a proposed solution—not merely a description of the problem Daily Practice Operations Lead brief daily huddles and regular staff meetings Ensure opening, closing, rooming, checkout, telephone, refill, referral, and authorization workflows are completed Monitor outstanding tasks and ensure employees follow through Respond promptly when patient flow or provider support breaks down Implement established policies and ensure consistent compliance Help standardize workflows between the Katy and Richmond locations Assist with staffing and operational preparation for new locations Coordinate with the Practice Manager regarding infusion staffing, authorizations, billing concerns, and operational reports Provide the physician owner with a concise weekly update covering staffing, performance concerns, provider issues, and unresolved risks Leadership Qualities Required The ideal candidate is: Firm, fair, calm, and consistent Comfortable managing strong personalities Able to work effectively with both physicians and support staff Skilled at de-escalating complaints without promising unreasonable solutions Comfortable saying "no" or resetting expectations when necessary Willing to address uncomfortable issues promptly and directly Able to make employees feel heard while still enforcing practice standards Solutions-oriented and persistent about follow-through Able to maintain confidentiality and professional boundaries Comfortable making decisions without requiring constant direction from the physician owner This role is not appropriate for someone who avoids conflict, delays difficult conversations, or has difficulty holding employees accountable. Required Qualifications At least 5 years of experience in a medical-practice setting At least 3 years of direct healthcare staff-management experience Experience recruiting, scheduling, coaching, disciplining, and evaluating employees Experience working directly with physicians or advanced-practice providers Demonstrated ability to manage workplace conflict and strong personalities Working knowledge of clinical office workflows, scheduling, referrals, prior authorizations, telephone management, and patient-service standards Strong written communication, documentation, and organizational skills Ability to work primarily on-site and travel periodically between practice locations Preferred Qualifications Experience managing a multi-provider specialty practice Experience in rheumatology, infusion, oncology, gastroenterology, or another medication-intensive specialty Familiarity with eClinicalWorks Experience opening or staffing a new medical-office location Bachelor's degree in healthcare administration, business, nursing, human resources, or a related field Measures of Success Reliable provider and clinic coverage Reduction in last-minute staffing disruptions Timely resolution of staff and provider concerns Improved employee accountability and task completion Reduction in repeated errors and unresolved complaints Appropriate documentation and management of employee performance Consistent enforcement of practice policies Improved provider satisfaction without unnecessary increases in staffing Fewer routine personnel matters requiring physician-owner involvement Application Questions Please answer the following questions: How many physicians and employees did you support in your most recent management position? Describe a time you handled a demanding or dissatisfied physician. What did you do? Describe a time an employee resisted your direction or repeatedly failed to meet expectations. Have you personally issued written counseling or managed a performance-improvement plan? How do you decide whether a provider's staffing request is necessary or simply a preference? How do you handle an employee who frequently complains but is otherwise capable? Are you comfortable working on-site in Katy and traveling periodically to Richmond? Job Summary Join our dynamic healthcare team as a Practice Operations & Staffing Manager, where you will lead the efficient management of clinical operations and staffing strategies within a busy Rheumatology practice. This pivotal role combines hands-on practice management, team supervision, and operational oversight to ensure seamless patient care delivery, regulatory compliance, and optimal financial performance. Your leadership will foster a collaborative environment that promotes exceptional patient experiences and supports the professional growth of healthcare staff. Responsibilities Oversee daily practice operations, Eclinical works, Ring central intakes, including patient flow, appointment scheduling, and clinical workflows, ensuring efficiency and high-quality service. Manage staffing schedules, recruitment, onboarding, training, and performance evaluations for medical and administrative personnel. Supervise healthcare teams, including physicians, nurses, administrative staff, and clinical support personnel, fostering a positive and productive work environment. Monitor fiscal management activities such as budgeting, billing processes, revenue cycle management, and expense control to maintain financial health. Ensure compliance with healthcare regulations and policies including

HIPAA, JCAHO

standards, health regulation policies, and managed care requirements. Utilize EMR/EHR systems like Eaglesoft and Dentrix for patient records management, billing accuracy, and data reporting. Stay uptodate on employee relations issues, staffing needs, and policy adherence to promote a compliant workplace. Implement practice management strategies that optimize patient management software utilization and improve overall clinic performance. Maintain medical records accuracy and confidentiality in accordance with HIPAA standards while supporting medical administrative functions. Drive continuous improvement initiatives to enhance patient satisfaction through customer service excellence and operational excellence. Qualifications Proven experience in multilocation medical office management especially in Rheumatology, Gastroenterology, Oncology or multispecialty group practice with a strong understanding of healthcare practice operations. Demonstrated supervising experience managing healthcare teams in clinical settings such as acute care or outpatient clinics. Extreme Proficiency in Eclinical works , and Ring central; familiarity with Microsoft Office suite is essential. Strong fiscal management skills encompassing budgeting, financial analysis, medical billing, and revenue cycle oversight. Knowledge of healthcare regulations including HIPAA compliance, OSHA standards, health policy guidelines, and utilization management practices. Excellent managerial communication skills paired with customer service orientation to support staff development and patient engagement. Experience with medical terminology, medical records management, and electronic health records systems is required. Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail. Prior experience managing teams within healthcare practice environments such as clinics or specialty practices is highly desirable. Embark on a rewarding career where your leadership directly impacts patient care quality while fostering a thriving practice environment!

Pay:

$51,503.97 - $62,026.28 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Professional development assistance Vision insurance

Work Location:

In person