Operations Administrative Manager

Role Overview

This leadership role is responsible for coordinating and overseeing all operational and clinical-administrative activities across the practice. You will work closely with the physician to ensure surgical days run smoothly, pre- and post-op workflows are accurately executed, and patient care coordination is efficient and compliant.

This includes surgical scheduling, ordering labs and prescriptions, pre-op prep, post-op follow-ups, documentation workflows, insurance authorization management, and OBL/IR procedure coordination.

Proficiency with eClinicalWorks (ECW) and advanced use of Excel (tracking, reporting, documentation logs) are essential for success.

Key Responsibilities

Operational Oversight

• Oversee operations across mobile and fixed practice locations
• Build, refine, and implement SOPs, workflows, and documentation templates
• Ensure compliance with HIPAA, OSHA, and OBL-related protocols
• Support multi-site logistics and provider workflow management

Surgical & Procedure Coordination

• Coordinate all interventional procedures, including GAE, PAD, and venous interventions
• Manage the full pre-operative workflow, including:
• Ordering labs and blood work
• Managing prescriptions
• Sending prep instructions
• Confirming clearance requirements
• Preparing pre-op documentation packets
• Oversee post-operative documentation, follow-up scheduling, and patient communication
• Ensure complete and accurate documentation within ECW templates, letters, progress notes, and procedure workflows

Patient Scheduling & Communication

• Manage patient scheduling and follow-up across multiple practices
• Maintain high-quality phone, EMR, and written communication with patients
• Coordinate imaging appointments, referrals, and outside diagnostic uploads

Administrative, EMR & Data Responsibilities

• Oversee ECW workflows, template accuracy, and documentation compliance
• Maintain pre-op and post-op tracking sheets in Excel (high proficiency required)
• Conduct reporting, case tracking, and operational performance analysis
• Ensure accuracy of orders, results, and communication within ECW

Billing, Coding & Financial Operations

• Manage claims submission, coding accuracy, authorization workflows, and RCM communication
• Coordinate credentialing and payer enrollment
• Track accounts payable/receivable and generate operational reports

Regulatory & Compliance Support

• Maintain OBL and procedural documentation compliance standards
• Track licensure, certifications, practice documents, and regulatory requirements

What We're Looking For

Required Qualifications

• Prior experience as a healthcare operations manager, administrator, or surgical coordinator
• Strong background in interventional radiology, vascular procedures, or surgical specialties
• Must have hands-on experience with ECW (eClinicalWorks)
• Highly proficient in Excel (documentation logs, tracking, reconciliation, analytics)
• Experience managing pre-op and post-op workflows, including labs, prescriptions, and clearances
• Strong understanding of insurance requirements and authorization workflows
• Proficiency in medical billing, coding, and credentialing processes
• Ability to manage multi-site operations and support physician needs on procedural days
• Excellent organizational, communication, and leadership skills
• Ability to travel regularly across NYC practice locations

Preferred Qualifications

• Experience working in OBLs, surgical centers, or mobile procedural practices
• Familiarity with New York State healthcare operations and payer requirements
• Experience helping build or scale a medical practice

Experience Requirements

• Interventional radiology: 1 year (Preferred)
• Ultrasound/diagnostic imaging workflows: 1 year (Preferred)
• Surgical or post-op coordination: 1 year (Preferred)
• Medical billing & coding: 2 years (Required)
• ECW experience: Required
• Excel proficiency: Required

Travel

• Must be able to work 50% on-site with consistent travel across Queens, Manhattan, Bronx, and Brooklyn
• Must be able to reliably commute to Queens, NY

Why Join Us

This is a foundational role in a fast-growing procedural practice. You will help build the operational backbone of a modern, mobile interventional radiology service. If you thrive in fast-paced environments, excel at organizing clinical workflows, and want to directly support a high-performing IR physician, we want to meet you.

Job Type: Full-time

Pay: $100, $110,000.00 per year

Experience:

• Interventional radiology: 1 year (Preferred)

Ability to Commute:

• Queens, NY (Required)

Willingness to travel:

• 50% (Required)

Work Location: On the road