Operations Manager

XRHealth; Needham (MA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

XRHealth, a fully remote telehealth company, seeks an Operations Manager to own and optimize the clinic's day-to-day systems, including CRM, EHR, billing and scheduling. You will design and maintain integrations between HubSpot and other platforms, monitor performance, document SOPs, and lead system rollouts while coordinating with clinical, billing, and RCM teams.

Based in or near Needham, MA, this full-time role allows remote work and requires strong troubleshooting, project leadership, and a

Qualifications

• 3 years in operations management or systems administration.
• Hands-on HubSpot CRM administration, workflows, and automations.
• Experience building/managing integrations between software systems.
• Strong troubleshooting and vendor coordination.
• Organizational skills to manage multiple systems/projects.
• Ability to document processes for non-technical teams.
• Preferred: healthcare/telehealth experience; EHR and billing workflows.
• Based in or near Needham, MA.

Responsibilities

• Oversee day-to-day admin of core operating systems (CRM, EHR, billing, scheduling).
• Design and maintain integrations between HubSpot and other systems (EHR, billing, payroll, etc.).
• Monitor performance, troubleshoot issues, and coordinate with vendors.
• Develop SOPs for system usage across teams.
• Identify automation to reduce bottlenecks.
• Collaborate with clinical, billing, and RCM to support workflows.
• Manage user access and onboarding/offboarding within systems.
• Track key metrics using dashboards and tools.
• Lead new system rollouts or major platform changes.
• Maintain data integrity across integrated platforms.

Skills

HubSpot administration

System integrations

Troubleshooting

Documentation

Project leadership

Operations management

Tools

HubSpot

NetSuite

Rippling

Zapier

Job description

Operations Manager

About XRHealth

XRHealth is a fully remote telehealth company delivering care across physical therapy, occupational therapy, speech‑language pathology, mental health, and nurse practitioner services—enhanced by virtual reality treatment tools. We operate across multiple U.S. states and are focused on scalable, systems‑driven operations.

Role Summary

We're looking for an Operations Manager to own and optimize the systems that run our clinic day‑to‑day. This role is responsible for managing our operational tech stack, building and maintaining integrations between systems, and ensuring our workflows scale efficiently as we grow. You'll be the go‑to person for how our tools talk to each other and how our operational processes run smoothly.

First 90 Days

This role will immediately step into a high‑impact project: planning and executing the systems merger following a recent acquisition. You'll be responsible for mapping out both organizations' operational tech stacks, identifying overlaps and gaps, and leading the integration of systems (CRM, EHR, billing, and related platforms) into one unified operating environment.

Key Responsibilities

• Own day‑to‑day administration of core operating systems, including CRM (HubSpot), EHR, billing, and scheduling platforms
• Design, build, and maintain integrations between HubSpot and other systems (EHR, billing, payroll, communication tools, etc.)
• Monitor system performance, troubleshoot issues, and coordinate with vendors to resolve technical problems
• Develop and document standard operating procedures for system usage across teams
• Identify opportunities to automate manual/tedious workflows and reduce operational bottlenecks
• Partner with clinical, billing, and RCM teams to ensure systems support accurate documentation and billing workflows
• Manage user access, permissions, and onboarding/offboarding within operational systems
• Track and report on key operational metrics using existing dashboards and tools
• Serve as project lead on new system rollouts or major platform changes
• Maintain data integrity and consistency across integrated platforms

Qualifications

Required:

• 3 years of experience in an operations management or systems administration role
• Hands‑on experience with HubSpot (CRM administration, workflows, automations)
• Demonstrated experience building/managing integrations between multiple software systems (e.g., via native integrations, Zapier, APIs, or middleware)
• Strong troubleshooting skills and comfort working directly with vendors on technical issues
• Excellent organizational skills and ability to manage multiple systems/projects simultaneously
• Clear, direct communicator, comfortable documenting processes for non‑technical teams

Preferred:

• Experience in healthcare, telehealth, or a regulated services industry
• Familiarity with EHR platforms and healthcare billing workflows
• Experience with financial/ops tools such as NetSuite, Rippling, or similar platforms
• Based in or near Needham, MA

Logistics

• Full‑time, 9:00 AM–5:00 PM EST
• Location: Needham, MA area strongly preferred. Remote is acceptable.

*XRHealth is an equal opportunity employer.*