Job Description

Make an Impact. Lead Operational Excellence. Transform Patient Experience.

At HealthActions, we're committed to delivering exceptional patient care from the very first interaction. We're looking for an experienced, results-driven Regional Operations Manager to lead front office operations across our Southwest outpatient physical therapy clinics.

This is more than an operations role—it's an opportunity to shape the patient experience, improve access to care, drive clinic performance, and develop high-performing teams. If you're a collaborative leader who thrives on solving operational challenges, coaching others, and using data to drive results, we'd love to meet you.

The Regional Administrator provides strategic leadership and operational oversight for front office operations across HealthActions' Southwest region. Currently supporting six outpatient physical therapy clinics, this role partners closely with Clinic Managers, regional leadership, and centralized Patient Access teams to ensure every patient receives an exceptional experience from their first phone call through every visit.

Success in this role means creating efficient workflows, optimizing clinic schedules, improving patient access, maximizing clinician productivity, and developing engaged, high-performing administrative teams that contribute to organizational growth.

What You'll Do

Lead Regional Operations

• Provide leadership and operational oversight for front office teams across multiple clinic locations.
• Travel regularly to clinics to coach teams, assess operations, identify opportunities, and ensure consistency with company standards.
• Foster a culture of accountability, collaboration, continuous improvement, and exceptional customer service.
• Develop and implement scheduling strategies that maximize clinician productivity and patient access.
• Monitor clinic schedules to proactively reduce appointment gaps, cancellations, and no-shows.
• Improve appointment availability, patient retention, and overall access to care.
• Oversee waitlist management, appointment confirmations, cancellation recovery efforts, and time-of-service collections.
• Collaborate with Clinic Managers and regional leadership to align staffing, scheduling, and operational priorities.
• Serve as the primary liaison between clinic teams and centralized Patient Access functions, including insurance verification, authorizations, and patient registration.
• Partner with Physician and Community Liaisons to evaluate referral trends, identify growth opportunities, and support business development initiatives.
• Analyze operational data to identify trends, solve problems, and improve clinic performance.
• Develop action plans that address operational challenges and close performance gaps.
• Monitor patient satisfaction and implement initiatives that enhance the overall patient experience.
• Resolve escalated patient concerns with professionalism and compassion.
• Maintain compliance with company policies, HIPAA regulations, payer requirements, and all applicable federal and state regulations.
• Promote operational consistency and best practices across all clinics.

Key Performance Indicators

Success in this role is measured by improvements in:

• Schedule utilization and optimization
• Front office staffing efficiency
• New patient conversion rates
• New patient appointments scheduled within 24–48 hours
• Cancellation and no-show rates
• Time-of-service collections
• Patient satisfaction scores
• Referral management performance
• Clinic operational efficiency and profitability

The Ideal Candidate

We're looking for a proactive leader who combines operational expertise with a passion for delivering outstanding patient experiences.

You are someone who:

• Builds strong, engaged teams through coaching and mentorship.
• Uses data to drive decisions and improve performance.
• Thrives in a fast-paced, multi-site healthcare environment.
• Excels at balancing operational efficiency with compassionate patient service.
• Communicates effectively and collaborates across departments.
• Takes ownership, solves problems, and continuously looks for ways to improve.

Why Join HealthActions?

At HealthActions, you'll join a team that believes exceptional patient care begins with exceptional people. You'll have the opportunity to influence operations across multiple clinics, develop talented teams, improve access to care, and make a measurable impact on both patient outcomes and organizational success.

If you're ready to lead with purpose and help shape the future of patient access, we encourage you to apply.

Requirements

• Bachelor's degree in Healthcare Administration, Business Administration, Management, or related field preferred.
• Equivalent combination of education and experience may be considered.
• Multi-site healthcare operations leadership experience strongly preferred.
• Experience in outpatient rehabilitation, physical therapy, healthcare administration, or ambulatory care settings preferred.
• Demonstrated success managing teams, improving operational performance, and implementing process improvements.

Knowledge, Skills, and Abilities

• Strong understanding of patient access, scheduling operations, and healthcare workflows.
• Exceptional leadership, communication, and interpersonal skills.
• Ability to travel regularly among clinic locations.
• Ability to analyze operational data and translate findings into actionable improvements.
• Strong organizational and project management abilities.
• Proficiency with electronic medical records, scheduling systems, and reporting tools.