Practice Operations Manager - Medical

Is This You?

You walk into a clinic and immediately notice what's not working. You don't wait to be asked — you handle it, document it, and make sure it doesn't happen again. You can hold someone accountable without making it personal. You follow through on the uncomfortable calls because you understand that's how a clinic stays healthy.

You're not looking for a receptionist job. You want to own something.

Mid-Valley Chiropractic Allied Health Sciences is an integrated chiropractic and allied health clinic in Albany, Oregon. We take a progressive, biomechanically informed approach to patient care — and we hold our operations to the same standard. We're building systems that allow the clinic to run with consistency and excellence, and we need the right person to steward those systems.

This is a hybrid front desk and operations position — not a receptionist role with extra duties, and not a back-office-only position. You ll do both, and you ll own both.

On your independent days (Tuesday and Thursday), you run the front desk yourself. On overlap days (partial Monday, Wednesday, and Friday shifts), you work alongside our existing front desk staff — supervising, correcting, and aligning workflows. Embedded throughout your week are protected blocks for accounts receivable work: patient balance calls, statement follow-up, and insurance tracking.

The clinic currently carries an AR backlog — largely from missed copay collection and incomplete patient balance follow-up — that represents a concrete early project for this role. We need someone who sees that backlog as a problem to solve, not background noise. Clearing it will require outbound calls, patient conversations that require some confidence, and a systematic approach to aging accounts.

This is your first major win if you re the right person.

• Independent management of scheduling, patient flow, check-in/out, and phones on solo coverage days.
• Insurance verification, authorization tracking, and EMR accuracy.
• Maintaining a full provider schedule proactively filling cancellations from the waitlist.
• Keeping the front office organized, clean, and functioning smoothly.

• Direct oversight of front desk staff during overlap shifts.
• Real-time correction and workflow enforcement not passive co-working.
• Active training on phone skills, patient communication, and financial conversations including copay collection and handling patients who push back.
• Structured weekly check-ins with receptionist (1530 minutes).
• QA on insurance accuracy, copay collection, and scheduling correctness.
• Documentation of performance issues when they arise.

• Outbound calls to patients with outstanding balances.
• Statement generation and follow-up on a defined cadence (714 day cycles).
• Priority management across 030, 3060, and 60+ day aging buckets.
• Documentation of all contact attempts and payment arrangements.
• Insurance follow-up and coordination.

• Maintaining and enforcing SOPs and flagging when they break down.
• Reporting operational status to the owner clearly and proactively.
• Identifying workflow gaps before they become problems.

• Tuesday & Thursday: Full days (~8:15am–6:15pm) — independent front desk coverage.
• Monday, Wednesday, Friday: Partial shifts (~3–6 hrs) — supervision, QA, and AR work.
• AR blocks: 2–3 protected time blocks per week, scheduled — not reactive.

We re not hiring a receptionist we hope might become a manager. We re hiring someone who s already thinking operationally, and giving them a structured path to expand that ownership.

• Phase 1 (0–3 months): Learn our systems, build trust, heavier front desk presence (~60–70%).
• Phase 2 (3–6 months): Balanced hybrid — begin full AR ownership and QA oversight (~50/50).
• Phase 3 (6+ months): Operations-leaning — front desk is coverage and oversight, not primary function (~70% admin).

Your authority grows with your demonstrated ownership. This is a real management track, not a title.

• 3-5 years of experience in a professional office, healthcare, banking, hospitality, or…