Operations Manager

3M HEALTHCARE; Boston; On-site; PHP 5,110,837 - 7,419,950; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Paid time off

Job summary

Boston Medical Center Health System is seeking a senior operations leader to oversee OR scheduling, referral workflows, access initiatives, and data-driven improvements across gynecology services. You will coordinate with surgeons, faculty, and administrative leadership to optimize efficiency and patient care.

The role emphasizes end-to-end scheduling, performance management, and phased improvement projects, with a focus on cross-site collaboration and standardization of processes to boost

Qualifications

• Bachelor’s Degree or equivalent plus 5–7 years related experience.
• Master’s Degree strongly preferred or equivalent.
• Demonstrated management and budget experience.
• Experience with surgical scheduling and workflow management.

Responsibilities

• Oversee end-to-end OR scheduling across GYN subspecialties with defined timelines.
• Oversee referral intake, triage, and scheduling workflows across programs.
• Prepare, analyze, and present operational data to support leadership decisions and process improvements.
• Directly supervise OR scheduling and referral staff, with performance and staffing management.
• Collaborate with physicians, faculty, and leadership to address operational barriers and improve patient access.
• Provide backup clinical operations coverage when needed and support department-wide coverage.

Skills

Leadership

Team Management

Budget Management

Operations Management

Data Reporting

Process Improvement

Scheduling

Education

Bachelor’s Degree or equivalent

Master’s Degree

Tools

Epic

Tableau

Job description

Position Summary

Provides administrative oversight, business management, and program development for OBGYN operations, with a focus on surgical scheduling, referral management, patient access, data reporting, and workflow improvement. Ensures optimal patient access, customer satisfaction, and cost‑effective management of the practice. Works in collaboration with the Medical Director, Nurse Manager, Physicians, Faculty Members, and Administrative leadership. Supervises administrative and non‑clinical support staff responsible for OR scheduling and referral workflows.

Monitors compliance with managed care plans, insurance verification, referral processes, and prior authorization workflows. Establishes work procedures and standards to improve efficiency and effectiveness across practices, subspecialties, and sites. Identifies opportunities to improve access, increase patient volume and services, optimize OR utilization, and address operational gaps. Uses operational data to identify trends, gaps, and opportunities, and prepares reports and presentation materials to support leadership decision‑making. Conducts ongoing leadership training of staff and creates an environment that fosters and responds to customer satisfaction.

Job Requirements

Operating Room Operations

Oversee end‑to‑end surgical scheduling workflow across all GYN subspecialties, including General GYN, Urogyn, GYN Oncology, Colposcopy, and other specialty areas.

Ensure cases are actioned within defined timelines: case review within 1–2 business days.

Provide oversight of the scheduling process. Monitor and manage the OR scheduling pipeline, including depot management and case tracking, wait‑list prioritization, and optimization of backfill opportunities.

Partner with surgeons and leadership to align OR utilization with access goals. Enforce standard scheduling workflows, including insurance verification and prior authorization processes. Require documentation completeness before scheduling and troubleshoot scheduling barriers such as block availability, provider conflicts, insurance delays, and documentation gaps.

Maintain close coordination with OR leadership and block governance processes. Support OR optimization initiatives, including block utilization improvement and conversion of unused OR time to clinic sessions when appropriate. Ensure clear communication to patients regarding scheduling delays, expectations, and next steps.

Lead standardization of surgical scheduling processes across subspecialties and sites, including SOP development, training materials, and rollout of new workflows. Partner with the Epic team to optimize tools, including depot, surgical case workflows, and communication tracking. Support rollout of new procedure workflows, including Botox, new procedure scheduling, and related surgical pathways.

Oversee operational readiness of lab equipment and related clinical equipment as applicable, ensuring issues are escalated and resolved in partnership with appropriate clinical, facilities, or vendor teams.

Referral Management

Oversee referral intake, triage, and scheduling workflows across all programs. Ensure timely processing of referrals based on established turnaround time expectations. Monitor referral leakage, delays, and communication breakdowns.

Partner with Epic/IT to improve referral workflows, including status visibility and communication loops. Standardize referral processes across sites and specialties. Collaborate with CHCs and external partners to improve referral conversion and patient access. Escalate high‑risk or delayed referrals impacting patient care.

Track and report on key referral metrics, including time to schedule, conversion rates, and referral backlog.

Data, Reporting & Operational Improvement

Prepare, run, and analyze operational data to support department priorities, access goals, workflow improvement, and leadership decision‑making. Use data to identify trends, gaps, inefficiencies, and opportunities for operational improvement.

Develop reports, dashboards, and data summaries to monitor key performance indicators across OR scheduling, referrals, access, utilization, and team productivity. Prepare data and presentation materials for leadership meetings, faculty discussions, and departmental presentations.

Translate data findings into clear PowerPoint presentations and other visual materials for operational review and decision‑making. Collaborate with physicians, faculty members, administrative leadership, and clinical teams to review data, identify barriers, and support process improvement initiatives. Track progress on operational initiatives and provide updates on outcomes, trends, and areas requiring escalation.

Team Management & Supervision

Directly supervise OR scheduling and referral team staff. Set clear productivity and performance expectations, including case turnaround times, referral processing benchmarks, communication standards, accuracy, and documentation expectations.

Conduct regular 1:1s, coaching, and performance management. Address performance issues proactively, including timeliness, communication, accuracy, and workflow adherence. Ensure adequate staffing models to support workload demands. Support onboarding and training of new team members.

Develop and reinforce standardized workflows across team members to ensure consistency and accountability. Monitor team workload, productivity, and quality to identify gaps and opportunities for improvement.

Physician, Faculty & Stakeholder Collaboration

Partner closely with physicians, faculty members, surgeons, APPs, nursing leadership, and administrative leadership to support clinical operations and access priorities. Collaborate with providers and faculty to understand operational barriers, scheduling challenges, referral needs, and patient access concerns.

Support communication between clinical and administrative teams to ensure alignment on priorities, workflows, and expectations. Participate in meetings with departmental leadership, faculty, and operational stakeholders to review data, discuss trends, and support decision‑making.

Backup Clinical Operations Coverage

Provide backup oversight of Medical Assistant operations only when the designated MA manager is out of office or otherwise unavailable. In addition this role provides cross coverage across other Ops managers within the department as needed.

Support daily staffing coverage, rooming workflows, patient flow, and real‑time operational issue resolution during coverage periods. Reinforce established clinical support expectations, including chaperone policy compliance, rooming workflows, documentation preparation, room turnover.

Address real‑time operational issues during coverage periods, including staffing gaps, delays, and patient flow disruptions. Partner with RN, provider, and departmental leadership to maintain continuity of clinic operations during temporary coverage periods. Escalate ongoing performance, staffing, or workflow concerns to the appropriate MA manager or department leadership upon their return.

Education

• Bachelor’s Degree or equivalent plus 5–7 years related experience.• Master’s Degree in Healthcare Administration, Business Administration, or related fields strongly preferred.• Must have at least 3 years of management and budget experience.

Preferred Experience

• Strong preference for candidates with demonstrated expertise in surgical scheduling and procedural workflow management.• Experience using Tableau to prepare, analyze, and present data.• Experience with Lean/TaaS.• Prior people‑management experience, including supervising, coaching, or supporting team performance.• Knowledge of Epic workflows related to insurance verification, referrals, scheduling, and patient access.

Compensation & Benefits

Compensation Range: $83,000.00 – $120,500.00. This range reflects education, experience, skills, and certifications/licensures relevant to the position. Additional benefits include medical, dental, vision, pharmacy coverage, discretionary annual bonuses, merit increases, flexible spending accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well‑being.

Equal Opportunity Employer/Disabled/Veterans

Boston Medical Center Health System is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or veteran status.