Clinic Operations Manager - Physical Therapy Clinic

This Is a Senior Operations & Revenue Leadership Role

Preferred Physical Therapy is a growing orthopedic and regenerative physical therapy clinic helping adults 40+ move easy and pain free without pills, injections, or surgery.

We are hiring an Operations Manager who also functions as our Chief Revenue Officer (CRO) and Chief Reminder Officer
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This role is for a high-ownership operator who loves leading people, driving revenue through systems and conversations, and ensuring nothing falls through the cracks. You will run the clinic day to day, own revenue flow, and ensure the team delivers a consistently exceptional patient experience.

We specialize in 1:1 care for adults over 40, most often women over 50, who want to preserve strength, mobility, and quality of life.

Our vision is to help people make better decisions about their health so they can find joy in the journey.

We believe:

• Systems create freedom
• Accountability builds trust
• Culture drives results
• Revenue follows great service, not pressure

You are the integrator and operator of the clinic.

You are accountable for:

• Smooth, efficient clinic operations
• Revenue performance and collections
• Front desk and sales execution
• Staffing, hiring, and scheduling
• Systems, reporting, and accountability
• A consistent 5-star patient experience

You work directly with the clinic owner and provide clear, honest reporting on weekly and monthly performance, including successes, risks, and opportunities.

• Own day-to-day clinic operations and patient flow
• Lead weekly staff meetings and structured 1:1s
• Ensure all procedures are documented, followed, and continuously improved
• Identify operational breakdowns and implement solutions
• Uphold and strengthen company culture and core values

You are responsible for ensuring revenue systems work and revenue is collected ethically, clearly, and consistently.

This includes:

• Overseeing and coaching front desk sales and scheduling performance
• Managing two virtual assistants responsible for:
  • Scheduling
  • Sales follow-up
  • Insurance authorizations and benefit checks
• Training staff on:
  • Confident, respectful money conversations
  • Presenting plans of care and patient financial responsibility
• Having in-office sales and money conversations with patients at check-in and check-out as needed
• Accepting payments and ensuring patient balances and payment responsibilities are met
• Monitoring and improving conversion rates, show rates, retention, and collections

You are the person who ensures nothing gets missed.

This includes:

• Ensuring patients are reminded, followed up with, and re-engaged appropriately
• Ensuring staff follow systems and processes consistently
• Holding team members accountable to expectations and commitments
• Ensuring KPIs, priorities, and standards do not drift
• Keeping the clinic proactive rather than reactive

• Anticipate staffing needs before they become problems
• Lead hiring, screening, and onboarding for administrative and sales roles
• Schedule part-time and administrative staff to match clinic demand
• Ensure appropriate coverage for patient volume
• Report clearly to the owner on staff performance, strengths, gaps, and development needs

• Track all clinic KPIs with 100 percent accuracy
• Maintain dashboards and weekly “cockpit” reports
• Prepare weekly and monthly reports for the clinic owner including:
  • Revenue performance
  • Staffing and scheduling effectiveness
  • Operational wins and challenges
  • Risks, bottlenecks, and recommendations
• Accurately track revenue, expenses, P&L, and cash flow trends

• Manage payroll, PTO, and benefits through ADP
• Oversee HR compliance, policies, and employee handbook updates
• Maintain and build the Operations Manual for all roles
• Ensure onboarding, training, and documentation are complete and current

• Clinic operations feel calmer, clearer, and more organized
• Front desk and sales systems are consistent and measurable
• Dashboards and reports are accurate and trusted
• Staff understand…