Front Office Operations Specialist

NY099 IVYREHAB NETWORK INC; Philadelphia (Philadelphia County); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Full benefits package from month 1

Generous PTO and holidays

Job summary

Ivy Health in Philadelphia seeks a Front Office Operations Specialist, Pediatrics to partner with the Director to drive operational performance and cross-functional initiatives across the pediatric division.

The role focuses on analytics, dashboarding, process improvements, and change management, coordinating programs, training resources, and stakeholder communications to ensure consistent and efficient pediatric front office operations.

Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, Operations Management, or related field; equivalent experience considered.
• 3+ years of experience in healthcare operations, program coordination, project management, business operations, or related role.
• Strong analytical and problem-solving skills with the ability to interpret and act on data.
• Demonstrated experience managing multiple priorities and projects simultaneously.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and reporting tools.
• Experience working with EMR or practice management systems.
• Excellent written and verbal communication skills.
• Strong relationship-building, organizational, and stakeholder-management capabilities.
• Ability to work independently while effectively managing competing priorities.

Responsibilities

• Operational Performance & Analytics: Analyze data to identify trends, performance gaps, opportunities, and risks. Develop and distribute dashboards for front office performance, patient access, scheduling, authorizations, collections, and key metrics.
• Program & Project Management: Coordinate the rollout of pediatric operational initiatives, manage timelines, deliverables, and stakeholder communications.
• Operational Excellence & Process Improvement: Identify opportunities to improve front office workflows, efficiency, and patient experience; maintain standards and documentation.
• Training, Onboarding & Change Management: Create training resources and onboarding plans; support change management with communications and implementation support.
• Cross-Functional Partnership: Collaborate with Revenue Cycle, Clinical Operations, Front Office Operations, and other functions to drive alignment and execution.
• Leadership Support: Prepare presentations, scorecards, and leadership reporting materials; support planning and progress visibility.

Skills

Analytical thinking

Problem solving

Project coordination

Stakeholder management

Communication skills

Education

Bachelor's degree (preferred) in related field

Tools

Microsoft Excel

PowerPoint

Outlook

Reporting tools

EMR

Job description

State of Location: Pennsylvania

Position Summary: Job Description: The Front Office Operations Specialist, Pediatrics serves as a key operational partner to the Director of Front Office Operations, Pediatrics. This role is responsible for coordinating and project managing strategic initiatives, monitoring operational performance, supporting process improvement efforts, and facilitating cross-functional collaboration across the pediatric division. The ideal candidate is highly analytical, organized, and solutions-oriented. This individual will play a critical role in supporting pediatric front office operations by project managing important initiatives, identifying performance improvement opportunities, and partnering with leaders to ensure operational consistency and efficiency.

Responsibilities

• Operational Performance & Analytics Analyze operational and revenue cycle data to identify trends, performance gaps, opportunities, and risks. Develop, maintain, and distribute operational reports and dashboards that provide insight into front office performance, patient access, scheduling, authorizations, collections, and other key business metrics. Conduct audits and workflow reviews to assess operational effectiveness and adherence to established standards. Monitor key performance indicators and work with Director of Front Office Operations to provide actionable recommendations to improve operational outcomes. Translate complex data into meaningful insights that support decision-making and operational strategy.
• Program & Project Management Coordinate and support the implementation of pediatric operational initiatives across local, regional, and territory-level operations. Manage project timelines, deliverables, stakeholder communications, and action plans to ensure successful execution. Track initiative progress, identify risks or barriers, and drive appropriate follow-up to maintain momentum. Support the rollout of new programs, operational enhancements, acquisitions, and workflow changes. Facilitate project meetings and maintain accountability for key deliverables and follow-up actions.
• Operational Excellence & Process Improvement Identify opportunities to improve front office workflows, operational efficiency, and patient experience. Support the evaluation and optimization of front office processes to drive consistency and performance. Assist in the development and maintenance of operational standards, procedures, and workflow documentation.
• Training, Onboarding & Change Management Partner with stakeholders to ensure new initiatives are effectively translated into training materials, onboarding resources, and operational workflows. Identify operational knowledge gaps and collaborate with onboarding and training teams on targeted education and training solutions. Support change management activities through communication planning, stakeholder engagement, and implementation support.
• Cross-Functional Partnership Collaborate with Revenue Cycle, Clinical Operations, Front Office Operations, Infinx, Patient Experience, and other support functions to drive alignment and execution. Build strong relationships with leaders and stakeholders across the organization to support operational priorities. Facilitate communication and collaboration among teams to ensure successful execution of strategic initiatives.
• Leadership Support Develop professional presentations, scorecards, executive summaries, and leadership reporting materials. Support the Director of Front Office Operations in meetings as needed and provide detailed recaps, recommendations, and follow-up support. Assist with strategic planning efforts through project coordination, data analysis, and operational execution. Support department priorities by ensuring visibility into progress, outcomes, and areas requiring attention.

Qualifications

• Bachelor's degree (preferred) in Business Administration, Healthcare Administration, Operations Management, or a related field; equivalent experience may be considered.
• 3+ years of experience in healthcare operations, program coordination, project management, business operations, or a related role.
• Strong analytical and problem-solving skills with the ability to interpret and act on data.
• Demonstrated experience managing multiple priorities and projects simultaneously.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and reporting tools.
• Experience working with EMR or practice management systems.
• Excellent written and verbal communication skills.
• Strong relationship-building, organizational, and stakeholder-management capabilities.
• Ability to work independently while effectively managing competing priorities.

Preferred Experience

• Preferred Experience in pediatric healthcare, rehabilitation, or ambulatory care operations.
• Familiarity with front office operations, scheduling, patient access, authorizations, and revenue cycle workflows.
• Experience supporting operational improvement, process optimization, or change management initiatives.
• Knowledge of KPI reporting, dashboard development, and performance monitoring.

Why choose Ivy Health?

Exceeding Expectations: Deliver best-in-class care and witness exceptional patient outcomes.

Empowering Values: Live by values that prioritize teamwork, growth, and serving others.

Incentives Galore:

• Eligibility for full benefits package beginning within your first month of employment.
• Generous PTO (Paid Time Off) plans and paid holidays.

We are an equal opportunity employer, committed to diversity and inclusion in all aspects of the recruiting and employment process.

Actual salaries depend on a variety of factors, including experience, specialty, education, and organizational need. Any listed salary range or contractual rate does not include bonuses/incentive, differential pay, or other forms of compensation or benefits.

ivyhealth.com Welcome to Ivy Health Join us on our mission to inspire & enable people to live life to the fullest! Ivy Health is a growing team of orthopedic and pediatric outpatient physical, occupational, speech, and ABA therapy clinics with over 500 locations throughout the Northeast, Mid-Atlantic, Midwest, and Southeast. Through a shared commitment to clinical excellence, we work as a unified team to serve each person to the best of our ability. Combining our clinical objectives and company culture, you can see why Ivy is committed to providing endless opportunities to every teammate through professional development tracks, continuing education, leadership development, residency cohorts, mentorship programs, and many other resources.