Clinical Operations Manager

Old Dominion University; Norfolk (VA); On-site; USD 65,000 - 75,000; Full time

Job summary

Old Dominion University in Norfolk, VA seeks a Clinical Operations Manager to oversee daily clinic operations, ensure fiscal viability, supervise business office staff, and coordinate patient billing and payer processes.

The role requires a bachelor’s degree in healthcare or business administration, 2+ years in healthcare operations, EMR and billing platform proficiency, and strong leadership with HIPAA and CPT/ICD coding knowledge. On-site presence and occasional extended hours are expected.

Qualifications

• Bachelor’s degree in healthcare administration or related field.
• Two or more years experience managing operations in a healthcare or rehabilitation clinic.
• Experience with patient billing, reimbursement processes, and financial tracking.
• Experience supervising staff or coordinating team workflows.
• Knowledge of healthcare regulations, including Medicare, Medicaid, HIPAA, and payer requirements.
• Working knowledge of CPT and ICD coding and medical terminology.
• Strong billing, collections, and reimbursement knowledge.
• Proficiency with EMR and scheduling systems.
• Strong organizational, communication, and problem-solving skills.
• Ability to analyze financial reports and regulatory documents.
• Ability to lead and coordinate multiple priorities.

Responsibilities

• Oversee daily operations of the clinic and ensure fiscal viability.
• Supervise business office staff and coordinate patient and third-party payer billing.
• Communicate with clinic director, university employees, students, referral sources, insurers, patients, and visitors.

Skills

Operations management

Billing & reimbursement

Staff supervision

HIPAA compliance

CPT/ICD coding

EMR proficiency

Regulatory compliance

Financial analysis

Communication

Leadership

Education

Bachelor’s degree in healthcare administration

Tools

WebPT

Tebra

EMR systems

Job description

• Staff and Administrative & Professional Faculty Applicants:
• Contact Human Resources at:
  [phone]
  [e-mail]
• Teaching and Research Faculty Applicants:
• Contact Academic Affairs at:
  [e-mail]

Clinical Operations Manager

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Please see Special Instructions for more details.

• Applicants must complete the online application and submit the following materials for full consideration:
  • A cover letter describing qualifications, clinical experience, and interest in the position.
  • A current curriculum vitae or resume.
  • Contact information for three professional references, including at least one supervisor familiar with the applicant’s clinical performance.

Role Title

Role Code

Role Code 19221

Pay Band

Pay Band 04

Working Title

Working Title Clinical Operations Manager

Position Number

Position Number 00889A

Department

Department THERAPY CLINIC FEES

Location

Location Norfolk, VA

Type of Position

Type of Position Classified

Type of Job

Type of Job Full Time

EEO Category

Job Description

The Clinical Operations Manager will oversee the daily operations of the clinic to ensure the clinic is fiscally viable to support its vision and mission. This is highly responsible administrative work that involves overseeing and coordinating the daily operations of the rehabilitation facility; supervising business office staff; overseeing patient and third party payer billing; and communicating directly with the clinic director, university employees, students, referral sources, insurance companies, patients, and visitors.

Type of Recruitment

Knowledge, skills and abilities

• Bachelor’s degree in healthcare administration, business administration, or a related field, or equivalent combination of education and experience.
• Two or more years experience managing operations in a healthcare or rehabilitation clinic setting.
• Experience with patient billing, reimbursement processes, and financial tracking.
• Experience supervising staff or coordinating team workflows.
• Knowledge of healthcare regulations, including Medicare, Medicaid, HIPAA , and payer requirements.
• Working knowledge of CPT and ICD coding and medical terminology.
• Strong understanding of billing, collections, and reimbursement processes.
• Proficiency with electronic medical records ( EMR ) and scheduling systems.
• Strong organizational, communication, and problem-solving skills.
• Ability to analyze financial reports, explanation of benefits (EOBs), and regulatory documents.
• Demonstrated ability to manage multiple priorities and respond to routine and unexpected operational challenges.
• Strong customer service and interpersonal skills.
• Ability to lead, supervise, and direct the work of others.

Special licenses, registration or certification

CPR Certified or able to obtain within six months of hire.

Education or training

None

Level and type of experience

Considerable experience managing a medical office, including experience managing patient accounts and accurately recording payments and adjustments. Some experience with electronic scheduling and billing.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

• Experience managing the business operations of an outpatient rehabilitation or physical therapy clinic.
• Experience with Medicare therapy regulations, including caps, exemptions, and appeals processes.
• Experience preparing for and managing accreditation or regulatory surveys.
• Experience with budget development, reconciliation, and financial forecasting.
• Knowledge of medical records systems, compliance standards, and audit processes.
• Experience launching or expanding a clinical practice or service line.
• Familiarity with university-based clinics or academic health systems.
• Familiarity with WebPT and/or Tebra or similar documentation and/or billing platforms

• This is a 12-month, full-time classified staff position based in Norfolk, Virginia.
• Work is primarily performed in a clinical office environment with frequent interaction with patients, staff, students, and external stakeholders.
• The position requires regular on-site presence to support clinic operations.
• Occasional early morning, evening, or extended hours may be required to ensure clinic coverage and operational needs.
• The employee must comply with all university policies, healthcare regulations (including HIPAA ), and applicable state and federal laws.
• Employment is contingent upon a successful background check.
• The position may require periodic training related to compliance, safety, and healthcare regulations.
• Physical requirements include occasional standing, walking, and light lifting consistent with a clinical office environment.

Annual Salary/Hourly Rate

Annual Salary/Hourly Rate Salary range between $ - 65,000-75,000

Job Requisition Number

Job Requisition Number S03362

Job Open To

Job Open To General Public

Open Date

Open Date 07/17/2026

Close Date

Open Until Filled Yes

Special Instructions Summary

• Applicants must complete the online application and submit the following materials for full consideration:
  • A cover letter describing qualifications, clinical experience, and interest in the position.
  • A current curriculum vitae or resume.
  • Contact information for three professional references, including at least one supervisor familiar with the applicant’s clinical performance.

Criminal Background Check

Criminal Background Check The final candidate is required to complete a criminal history check.

College Home Page

Department Home Page

Equity Statement

It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.

Reasonable Accommodation Request

If you are an individual with a disability and require reasonable accommodation, please contact the Division of Talent Management and Culture at [phone].

Alternative Hiring Process

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process.
To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter.
To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter/Letter of Application
• Contact Information for Professional References

Optional Documents

• Curriculum Vitae
• Yellow Layoff Form
• Blue Layoff Card
• AHP Letter
• Standard Form 50 (SF-50)

If you have questions:
Staff and Administrative & Professional Faculty applicants, please contact the Department of Human Resources at [phone] or [e-mail] .
Teaching and Research Faculty applicants, please contact the Office of Academic Affairs at [e-mail] .