Patient Experience Operations Manager

Socket.dev; Eugene (OR); Hybrid; USD 95,000 - 115,000; Full time

Benefits offered by this job

Medical, Dental, Vision coverage

Wellness Benefit

401(k) with match

Continuing Education budget

Employee Assistance Program (EAP)

PTO 128 hours per year

Paid holidays and birthday off

Free care for employees and families

Job summary

Orchid Health in Lane County seeks a Patient Experience Operations Manager to lead clinic coaching, patient experience initiatives, and records supervision. This role blends operations with people leadership across multiple clinics, advancing Pillar 2 and related health equity goals.

You will oversee pod operations, patient satisfaction strategies, and referrals workflows while guiding teams to align with Orchid's Four Pillars. Requires collaboration and travel.

Qualifications

• Bachelor's degree in business, organizational leadership, healthcare, or related field.
• Minimum 3 years experience working in a primary care setting.
• Strong customer service skills with empathy and compassion.
• Strong project and people management skills.
• Strong technology skills including EHR, Adobe, Microsoft Suite, and project management software.
• Excellent verbal, written, and interpersonal communication skills.
• Demonstrated coaching, trust-based leadership abilities.
• Ability to travel to the admin office, clinics, and company events.

Responsibilities

• Coach Lane County clinic teams in workflows and staffing models.
• Support organization-wide patient experience leadership.
• Supervise Medical Records & Referrals team.
• Lead patient experience standards and improvements.
• Ensure timely processing of referrals and medical records.
• Provide performance coaching and regular reviews.
• Travel to clinics and admin offices as needed.

Skills

Customer service

Project management

Communication

Leadership

Education

Bachelor's degree in business/organizational leadership/healthcare

Tools

Athena EHR

Adobe

Microsoft Suite

Project management software

Job description

Join an Organization that Puts its People First!

Interested in helping grow a healthcare model based on trusting relationships, joy in work, and health equity? Orchid Health might be just the place for you!

Orchid Health was founded over 10 years ago with the belief that the most effective way to improve the health of our communities is through integrated patient-centered care that takes the time to listen to and build trusting relationships with each patient. We currently see thousands of patients at our Oregon clinic locations, all supported by a talented, passionate, and dedicated staff.

Our mission is to advance a new model for community health to thrive based on relationships, joy in work, and health equity. We achieve this by leaning into our four pillars and core values:

Core Values:

• Challenge the Status Quo
• Cultivate Respect
• Courageously Vulnerable and Accountable

Four Pillars (in order of priority):

• Pillar 1: Employee Well-Being
• Pillar 2: Trusting Patient Relationships
• Pillar 3: Community Health
• Pillar 4: Financial Sustainability

Why work for Orchid Health?

At Orchid Health, we're moving away from traditional top-down management to something more human: self-management. Our teams work together to make most day-to-day decisions, without a clinic manager giving direction. Instead, team members take on shared responsibilities based on their strengths, hold each other accountable, and are supported by peers, coaches, and access to clear, timely information. This structure reduces bureaucracy, supports collaboration, and makes work more meaningful. We believe that the people doing the work are best positioned to lead it, and we've built our organization around that belief. Orchid's team members have abundant opportunities to expand their professional skills in a supportive environment, participate in community outreach efforts, and enjoy a robust benefits package.

Compensation:

• $95,000 - $115,000/hour depending on experience and skills

Benefits:

• Medical, Dental, & Vision - Orchid pays monthly premiums at 100% for team members and at least 50% for their dependents for base medical and dental plans
• $1000/year Wellness Benefit - for things that make you happy!

• 401(k) with a company match and financial planning and wellness resources available at no cost.

• A Continuing Education / Continuing Medical Education budget for all team members
• An Employee Assistance Program (EAP) that provides mental health support, financial planning, and lifestyle training opportunities, at no cost to employees
• 128 hours of PTO per year, annually front-loaded with tenure-based increases
• 40 hours of paid inclement weather and emergency closure leave, annually front-loaded
• 8 paid holidays, plus your birthday off!
• Free care at our clinics for team members and their families
• And more!

*Team members are eligible for benefits on the first of the month following 30 days of employment.

Lane County has some of Oregon's highest need areas when it comes to healthcare, and taking this position will be making a huge difference in a community that truly needs and appreciates its healthcare providers.

The schedule for this position is Monday - Friday / 8:00am - 5:00pm. This is a hybrid position with some in-person visits to clinics required through the month.

Responsibilities:

The Patient Experience Operations Manager serves in three primary areas of responsibility:

• Lane County Pod Operations Coach: 0.4 FTE
• Organization-Wide Patient Experience & PSS Leadership: 0.4 FTE
• Medical Records & Referrals Team Supervision: 0.2 FTE

Lane County Pod Operations Coach

Support Lane County's self-managed clinic teams (Oakridge, Fern Ridge, McKenzie River) in building effective, sustainable operations. This includes coaching teams on clinic workflows, staffing and coverage models, meeting and huddle structures, and other operational practices that support strong performance across Orchid's Four Pillars.

Key responsibilities include:

• Coach and support clinic teams in strengthening workflows, staffing models, and day-to-day operations.
• Help teams identify operational challenges, develop solutions, and implement improvements.
• Support teams in maintaining alignment with Orchid's values, operating standards, and strategic priorities.
• Partner with clinic leaders and other operational roles to support healthy, effective clinic teams.

Patient Experience & PSS Leadership

Provide organization-wide leadership for patient experience and the Patient Support Specialist (PSS) role, with a focus on consistent standards, strong patient relationships, and continuous improvement.

Key responsibilities include:

• Serve as the organization's subject matter expert for patient experience, patient satisfaction, service recovery, and the PSS role.
• Support and supervise Pod PSS Supervisors and provide guidance around PSS performance, workflows, staffing, and role expectations.
• Lead Orchid's Pillar 2 - Trusting Patient Relationships Health Committee.
• Develop and implement strategies to improve patient satisfaction, engagement, and overall experience.
• Review patient feedback, NPS results, Athena reporting, and other data to identify trends, successes, and opportunities for improvement.
• Partner with clinical and operational teams to address patient experience concerns and strengthen consistency across clinics.
• Develop and support training, tools, and best practices related to patient experience and PSS work.
• Stay current on relevant patient experience trends, benchmarks, and healthcare industry best practices.

Medical Records & Referrals Team Supervision

Provide direct leadership and supervision for Orchid's Medical Records and Referrals team, supporting timely, accurate, and consistent work across the organization.

Key responsibilities include:

• Ensure referrals are processed accurately and within established timelines to support timely patient care.
• Ensure incoming and outgoing medical records are processed according to established standards.
• Provide day-to-day coaching, support, and performance management for team members.
• Conduct regular 1:1s and annual performance reviews.
• Address team concerns, workflow challenges, and opportunities for process improvement.
• Maintain clear role expectations, performance standards, and operational consistency across the team.

Required Qualifications:

• Bachelor's Degree in business, organizational leadership, healthcare, or related field.
• Minimum 3 years experience working in a primary care setting.
• Ability to deal with challenging patients and staff with empathy and compassion.
• Strong customer service skills with emphasis on training of clinic-based staff.
• Strong project and people management skills.
• Strong technology skills including EHR, Adobe, Microsoft Suite, and Project management software.
• Excellent verbal, written, and interpersonal communication skills.
• Demonstrated competencies in coaching, active listening, and leading through trust and demonstrated value vs positional authority.
• Ability to travel to the admin office, clinics, and company events.

Preferred Qualifications:

• 5+ years of customer service training and development experience
• Coaching experience/certification preferred
• Agile project management experience/certification preferred.
• Expert knowledge in Athena EHR is preferred.
• Rural Healthcare experience preferred.
• Experience in a Trauma-Informed approach to care is highly preferred.

Work Environment:

While in the clinic, team members may be exposed to viruses, disease, and infection from patients and specimens in the working environment. Team members may be required to work for extended periods of time at a computer. Team members use standard office equipment, such as computers, phones, and e-fax.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee may be regularly required to use hands and fingers to operate a computer, telephone, and keyboard. This position requires intermittent physical activity, including standing, walking, bending, kneeling, stooping, reaching, and crouching, as well as lifting and supporting patients. Computer work is required for in-clinic positions. Light to moderate lifting may be required.

Travel:

Travel is primarily local during the business day, although some out-of-the-area may be expected on occasion (CME events, or activities involving other Orchid Health Clinics).

Employment Offer Contingencies:

Job offers are contingent upon the successful completion of a background check and drug screening.

AAP/EEO Statement:

It is the policy of Orchid Health to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Orchid Health will provide reasonable accommodations for qualified individuals with disabilities.