Operations Manager

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Job Description POSITION SUMMARY : Provides administrative oversight, business management, and program development for OBGYN operations, with a focus on surgical scheduling, referral management, patient access, data reporting, and workflow improvement. Ensures optimal patient access, customer satisfaction, and cost-effective management of the practice. Works in collaboration with the Medical Director, Nurse Manager, Physicians, Faculty Members, and Administrative leadership. Supervises administrative and non-clinical support staff responsible for OR scheduling and referral workflows. Monitors compliance with managed care plans, insurance verification, referral processes, and prior authorization workflows. Establishes work procedures and standards to improve efficiency and effectiveness across practices, subspecialties, and sites. Identifies opportunities to improve access, increase patient volume and services, optimize OR utilization, and address operational gaps. Uses operational data to identify trends, gaps, and opportunities, and prepares reports and presentation materials to support leadership decision-making. Conducts ongoing leadership training of staff and creates an environment which fosters and responds to customer satisfaction. Position : Operations Manager Department : OB-GYN Clinic Schedule : Full Time JOB REQUIREMENTS 1. Operating Room Operations Oversee end-to-end surgical scheduling workflow across all GYN subspecialties, including General GYN, Urogyn, GYN Oncology, Colposcopy, and other specialty areas. Ensure cases are actioned within defined timelines: Case review within 1-2 business days Provide oversight of the scheduling process Monitor and manage the OR scheduling pipeline, including: Depot management and case tracking Waitlist prioritization Optimization of backfill opportunities Partner with surgeons and leadership to align OR utilization with access goals. Enforce standard scheduling workflows, including: Insurance verification and prior authorization processes Required documentation completeness before scheduling Troubleshoot scheduling barriers, including block availability, provider conflicts, insurance delays, and documentation gaps. Maintain close coordination with OR leadership and block governance processes. Support OR optimization initiatives, including: Block utilization improvement Conversion of unused OR time to clinic sessions, when appropriate Ensure clear communication to patients regarding scheduling delays, expectations, and next steps. Lead standardization of surgical scheduling processes across subspecialties and sites, including SOP development, training materials, and rollout of new workflows. Partner with Epic team to optimize tools, including Depot, surgical case workflows, and communication tracking. Support rollout of new procedure workflows, including Botox, new procedure scheduling, and related surgical pathways. Oversee operational readiness of lab equipment and related clinical equipment as applicable, ensuring issues are escalated and resolved in partnership with appropriate clinical, facilities, or vendor teams. 2. Referral Management Oversee referral intake, triage, and scheduling workflows across all programs. Ensure timely processing of referrals based on established turnaround time expectations. Monitor referral leakage, delays, and communication breakdowns. Partner with Epic/IT to improve referral workflows, including status visibility and communication loops. Standardize referral processes across sites and specialties. Collaborate with CHCs and external partners to improve referral conversion and patient access. Escalate high-risk or delayed referrals impacting patient care. Track and report on key referral metrics, including: Time to schedule Conversion rates Referral backlog 3. Data, Reporting & Operational Improvement Prepare, run, and analyze operational data to support department priorities, access goals, workflow improvement, and leadership decision-making. Use data to identify trends, gaps, inefficiencies, and opportunities for operational improvement. Develop reports, dashboards, and data summaries to monitor key performance indicators across OR scheduling, referrals, access, utilization, and team productivity. Prepare data and presentation materials for leadership meetings, faculty discussions, and departmental presentations. Translate data findings into clear PowerPoint presentations and other visual materials for operational review and decision-making. Collaborate with physicians, faculty members, administrative leadership, and clinical teams to review data, identify barriers, and support process improvement initiatives. Track progress on operational initiatives and provide updates on outcomes, trends, and areas requiring escalation. 4. Team Management & Supervision Directly supervise OR scheduling and referral team staff. Set clear productivity and performance expectations, including: Case turnaround times Referral processing

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