Operations Assistant
Role Overview
We're looking for a detail-oriented, self-directed Operations Assistant to support the backbone of our clinic operations. This is a behind-the-scenes role where you'll turn data into insights, keep systems running smoothly, and help us get better every day. If you thrive on organization, follow-through, and making things work more efficiently—without needing constant direction—this role is for you.
What You'll Do:
Systems & Process Management
- Implement and refine clinic workflows, operational systems, and processes that keep the practice running efficiently
- Identify opportunities to reduce errors, eliminate bottlenecks, and streamline how patients and staff experience our systems
- Support initiatives that improve customer satisfaction and the overall patient experience
Data & Reporting
- Collect, organize, and analyze data from our electronic patient records system
- Build business analysis spreadsheets that support decision-making and track key performance indicators (KPIs)
- Ensure reporting is accurate, timely, and actionable
Communication & Coordination
- Make outbound calls and send emails to advance operational projects, coordinate tasks, and follow up on action items
- Keep stakeholders informed and aligned as initiatives move forward
Financial & Supply Management
- Order supplies, track inventory levels, and ensure we have what we need when we need it
- Review and verify invoices for accuracy and completeness
- Assist with pricing updates, fee schedule reviews, and profitability analysis
General Operational Support
- Help clear the to-do list by diligently following through on a wide variety of tasks
- Bring a proactive, problem-solving mindset to whatever comes your way
What Success Looks Like
✅ Processes run smoothly — workflows are clear, efficient, and continuously improving
✅ Data is reliable — reports are accurate, organized, and ready when needed
✅ Nothing falls through the cracks — follow-up happens, tasks get completed, details are handled
✅ The team can focus on patients — operational friction is minimized, and systems support rather than hinder the work
Who You Are:
Must-Haves
- Detail-oriented and accurate — you catch errors others miss and take pride in getting it right
- Self-directed and reliable — you don't need hand-holding; you take ownership and follow through
- Comfortable with data — spreadsheets, systems, and analysis don't intimidate you
- Strong communicator — clear, professional, and responsive in both written and verbal communication
- Process-minded — you naturally see how things could work better and take action to improve them
Nice-to-Haves
- Experience with electronic health records (EHR) or healthcare operations
- Background in operations, data analysis, or business support roles
- Familiarity with inventory management, invoicing, or financial tracking
Why This Role Matters
You'll be the steady force that keeps operations organized, data actionable, and systems improving. While you may not be patient-facing, your work directly impacts the quality of care we deliver and the efficiency with which we deliver it. If you're someone who finds satisfaction in making things work better—and in knowing that your diligence keeps the whole operation moving forward—you'll thrive here.
Ready to bring order to the chaos and help us run like a well-oiled machine?
We'd love to hear from you.
