Healthcare Operations Manager — Scheduling & Compliance

Excelsia AMM; St. Louis (MO); On-site; USD 75,000 - 110,000; Full time

Job summary

Excelsia Injury Care is seeking an Operations Manager to support the Director of Operations by coordinating scheduling, workforce administration, onboarding/offboarding, compliance, and programs across the market.

The role requires exceptional organization, attention to detail, and proactive problem-solving to ensure efficient daily operations and clear communication with providers, managers, and corporate teams.

Qualifications

• High School Diploma or GED equivalent.
• Bachelor’s degree in related field preferred.
• Strong organizational and time-management skills.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams).
• Experience with UKG or similar HRIS/timekeeping systems preferred.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently while collaborating across departments.
• Knowledge of computers and applications.
• Strong problem-solving, coordination, and follow-up skills.

Responsibilities

• Coordinate and maintain monthly provider schedules across all assigned locations.
• Manage provider PTO tracking, including planned and unplanned absences, sick time, call-offs, and schedule adjustments.
• Coordinate provider coverage plans and communicate schedule changes with office teams, front desk staff, procedural teams, DME/IME departments, and other stakeholders.
• Maintain provider time-off records within UKG and assist with schedule conflict resolution.
• Monitor provider staffing coverage and escalate operational concerns as needed.
• Coordinate onboarding and offboarding activities for providers and staff.
• Facilitate equipment requests, laptop deployment, access setup, and training scheduling.
• Track completion of required training programs and compliance requirements.
• Manage CyberHoot training notifications, follow-up, and completion reporting.
• Coordinate attestation tracking and required documentation for new and existing employees.
• Ensure appropriate follow-up with managers and employees regarding outstanding requirements.
• Assist with oversight and tracking of provider credentials, including professional licenses, DEA registrations, certifications, and other regulatory requirements.
• Coordinate weekly compliance reporting activities and follow up on identified deficiencies.
• Support corporate tracking systems and documentation to ensure compliance.
• Support audits and compliance initiatives as requested.
• Coordinate incident report review and follow-up activities in partnership with District Managers.
• Organize and facilitate operational meetings, including meeting scheduling, agenda preparation, documentation, and follow-up.
• Coordinate communication and collaboration across departments to support operational effectiveness.
• Prepare operational reports, dashboards, and tracking tools as needed.
• Serve as coordinator for operational improvement projects and strategic initiatives.
• Support implementation and tracking of initiatives such as provider workflow optimization, MD Checkout programs, attorney portal enhancements, AI initiatives, and other operational projects.
• Monitor project milestones, action items, and deliverables.
• Partner with leadership to drive project completion and accountability.
• Serve as a primary operational liaison between the Director of Operations and District Managers.
• Coordinate operational priorities, communications, and follow-up activities across districts.
• Assist with standardization of processes and implementation of operational best practices.
• Monitor key operational activities and facilitate issue resolution across locations.

Skills

organizational skills

time-management

communication

computer literacy

Microsoft Office

HRIS/UKG experience

multi-tasking

problem-solving

confidentiality

Education

High School Diploma or GED

Bachelor’s degree (preferred)

Tools

UKG HRIS

Microsoft Office Suite

Job description

Excelsia Injury Care is seeking an Operations Manager to support the Director of Operations by coordinating scheduling, workforce administration, onboarding/offboarding, compliance, and programs across the market.

The role requires exceptional organization, attention to detail, and proactive problem-solving to ensure efficient daily operations and clear communication with providers, managers, and corporate teams.