Practice Operations Manager

Job description

The Practice Operations Manager serves as the operational execution owner for practice implementation, performance reporting infrastructure, and cross-functional coordination across Guidehealth's clinical pillars. This role is the internal operational counterpart to the provider-facing Practice Success function, responsible for building the implementation plans, data integrity, and pillar coordination that make practice-facing engagement possible, without direct ownership of the practice relationship itself. The Practice Operations Manager owns implementation project management end to end, from kickoff through go-live, and is accountable for the accuracy and readiness of performance data and reporting before it reaches the provider-facing team or practices. This individual coordinates across Guidehealth's three pillars: Clinical Documentation Improvement (CDI), Care Management (CM), and Quality, to resolve operational barriers, maintains the CRM, SOPs, and process documentation that the department relies on, and escalates risk, data issues, and implementation barriers to leadership with clear supporting context. While this role does not travel or meet with practices directly, its effectiveness depends on staying connected to what practices are experiencing, and adjusting internal processes as feedback comes in. What you'll be doing: Implementation Project Management Leading end-to-end implementation execution for new practices, from kickoff through go-live, following established timelines and guidelines Building and maintaining implementation project plans, ensuring milestones, dependencies, and deliverables stay aligned with strategic objectives and operational needs Coordinating AWV workflow implementation, CM embedded rollout, and PAC workgroup activities at the practice operational level Monitoring and evaluating the effectiveness of implemented changes, collecting data to measure outcomes and identify gaps Maintaining documentation of implementation processes, outcomes, and lessons learned for continuous improvement Reporting & Data Operations Pulling and compiling reports from HubSpot CRM to support portfolio-level review, escalation decisions, and leadership reporting Reviewing CRM and report data for accuracy and completeness ahead of practice delivery; partnering with Data Analytics to identify and resolve discrepancies, gaps, or data integrity issues before the provider-facing team reviews reports with practices Identifying practices showing risk indicators based on data trends and escalating with supporting context to the provider-facing team and leadership Managing and tracking Practice Success department tasks, follow-up items, and escalations tied to implementation and ongoing operations Maintaining and QAing the underlying report templates, data sources, and CRM fields the provider-facing team relies on for scorecard delivery Providing regular status updates and operational insights to leadership Cross-Functional Coordination Facilitating recurring internal pillar huddles (Clinical Documentation Improvement, Care Management, and Quality) to review implementation status, surface barriers, and coordinate cross-functional responses Collaborating with Clinical Operations, Technology, Quality, and Product teams to ensure coordinated, on-time service delivery Routing practice-level operational barriers and needs to the appropriate pillar leads and tracking resolution through to completion Serving as project coordinator between internal operational teams throughout implementation Incorporating field feedback and practice-level insight from the Practice Success team into implementation plans, reporting design, and process improvements Operational Infrastructure & Documentation Maintaining accurate, current data in HubSpot CRM (records, meeting logs, action items, engagement status) Updating and maintaining network tracking items for the assigned portfolio on a consistent cadence Documenting meeting notes and distributing action item summaries with clear ownership and timelines Developing and maintaining SOPs, workflow documentation, and process improvements Identifying opportunities to standardize and scale implementation and operational processes across the portfolio Scheduling and coordinating logistics for internal and cross-functional performance-related meetings What you'll need for success Minimum 3 years of experience in healthcare operations, implementation management, project/program management, or healthcare consulting Strong understanding of healthcare operations and regulatory requirements Analytical mindset with proficiency in data analysis, reporting, and problem-solving Proficiency with CRM platforms (HubSpot preferred) and data/reporting tools Fluency in the Microsoft suite, especially Excel Ability to manage multiple projects and implementations simultaneously, prioritizing effectively in a fast-paced, evolving environment Strong written communication skills for internal reporting; meeting notes, action item summaries, and internal operational documentation must be clear, accurate, and professional Ability to work independently with strong ownership and accountability for operational and implementation outcomes Ability to coordinate and influence effectively across internal cross-functional stakeholders (pillar leads, leadership, technical teams) Experience working with health systems or healthcare provider organizations Demonstrated ability to take structured and informal feedback well, including from practice-facing colleagues, and translate it into improved internal process design; comfort operating in a function that is still maturing and adjusting its approach The salary range for this role is between $90,000.00 to $100,000.00 ALIVE with Purpose: How We Thrive at Guidehealth At Guidehealth, our values come to life in everything we do. We are Driven by A ccountability — grounded in transparency, reliability, and integrity as we navigate challenges and opportunities alike. Always Growing, Always L earning — staying curious and continuously improving inspires us to shape a better future for healthcare. With Collaborative I nnovation, we solve problems creatively, making every experience better for our employees and the patients we serve. At Guidehealth, Every V oice Matters — we believe our collective strength is rooted in the unique perspectives of each team member. And through E mpathy in Action, we build stronger connections with those who count on us. This is what it means to be ALIVE with purpose. This is how we thrive — together — at Guidehealth. BENEFITS: While you are hard at work advancing value-based healthcare, we are here to ensure YOU have the care you and your family need and the opportunities for growth and development. Our commitments to you include: Work from Home: Guidehealth is a fully remote company, providing you the flexibility to spend less time commuting and more time focusing on your professional goals and personal needs. Keep Health a Priority: We offer comprehensive Medical, Dental, and Vision plans to keep you covered. Plan for the Future: Our 401(k) plan includes a 3% employer match to your 6% contribution. Have Peace of Mind: We provide Life and Disability insurance for those "just in case" moments. Additionally, we offer voluntary Life options to keep you and your loved ones protected. Feel Supported When You Need It Most: Our Employee Assistance Program (EAP) is here to help you through tough times. Take Time for Yourself: We offer paid time off plans helping you achieve work-life balance and meet your personal goals. Support Your New Family: Welcoming a new family member takes time and commitment. Guidehealth offers paid parental leave to give you the time you need. Learn and Grow: Your professional growth is important to us. Guidehealth offers various resources dedicated to your learning and development to advance your career with us. All full-time employees of Guidehealth who work 30 hours per week or more are eligible for our comprehensive benefits package. Temporary employees and contractors are not eligible for benefits. COMPENSATION: The listed compensation range listed is paid bi-weekly per our standard payroll practices. Final base pay decisions are dependent upon a variety of factors which may include, but are not limited to: skill set, years of relevant experience, education, location, and licensure/certifications. OUR COMMITMENT TO EQUAL OPPORTUNITY EMPLOYMENT Diversity, inclusion, and belonging are at the core of Guidehealth’s values. We are an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religious creed, color, age, sex, sexual orientation and identity, national origin, citizenship, religion, marital status, familial status, physical, sensory, or medical disability, Family and Medical Leave, military or veteran status, pregnancy, childbirth or other related medical conditions, or any other classification protected by federal, state, and local laws and ordinances. Our management is fully dedicated to ensuring the fulfillment of this policy with respect to hiring, placement, promotion, transfer, demotion, layoff, termination, recruitment advertising, pay, and other forms of compensation, training, and general treatment during employment. OUR COMITTMENT TO PROTECTION OF PATIENT AND COMPANY DATA This position is responsible for following all Security policies and procedures in order to protect all PHI and PII under Guidehealth’s custodianship as well as Guidehealth Intellectual Properties. For any security-specific roles, the responsibilities would be further defined by the hiring manager. As a remote-first organization handling sensitive healthcare data, Guidehealth verifies candidate identity at multiple stages of the hiring and onboarding to safeguard patient privacy, data security, and compliance requirements. REMOTE WORK TECHNICAL REQUIREMENTS Guidehealth is a fully remote company. We provide new employees with the necessary equipment to function in their role at no charge to the employee. Employees provide their own internet connection, capable of conducting video calls on camera and connecting to various internal and external systems. The required internet speed is a minimum of 100 mbps download, 10 mbps upload. Please run a speed test here to confirm your internet connection meets these requirements. SECONDARY EMPLOYMENT At Guidehealth, we value transparency and collaboration as part of our commitment to excellence. As your primary employer, we kindly ask all team members to disclose any secondary employment, regardless of whether it may present a potential conflict of interest. To ensure smooth teamwork and availability, employees must be accessible during our stated working hours. We foster connection and engagement by asking team members to join virtual meetings with their cameras on. WHO IS GUIDEHEALTH? Guidehealth is a data-powered, performance-driven healthcare company dedicated to operational excellence. Our goal is to make great healthcare affordable, improve the health of patients, and restore the fulfillment of practicing medicine for providers. Driven by empathy and powered by AI and predictive analytics, Guidehealth leverages remotely-embedded Healthguides™ and a centralized Managed Service Organization to build stronger connections with patients and providers. Physician-led, Guidehealth empowers our partners to deliver high-quality healthcare focused on outcomes and value inside and outside the exam room for all patients. As a growing and innovative organization, we operate with a high degree of agility. Employees are expected to adapt to evolving business needs, step in to support cross-functional initiatives, and contribute beyond traditional role boundaries when needed. This collaborative and flexible mindset is essential to our success. We encourage cross-training, ongoing development, and a commitment to learning across all areas of the business—ensuring we continue to grow and you continue to thrive as a high-performing, mission-driven team. Join us as we put healthcare on a better path!!