Practice Operations Lead

Wisconsin Fertility Institute; Indianapolis (IN); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Wisconsin Fertility Institute is seeking a Practice Operations Lead to oversee daily clinic operations, front desk workflows, and patient access, while coordinating financial counseling and revenue cycle activities.

The role blends practice management with front office leadership, requiring collaboration across clinical, operations, and billing teams to ensure accurate scheduling, compliant workflows, and clear communication of financial expectations to patients.

Qualifications

• 3+ years of healthcare operations experience.
• Bachelor of Science degree or clinical background preferred.
• Strong communication, customer service, change management, financial counseling, problem-solving, and team leadership skills.
• Experience with EMR systems, practice management systems, insurance verification tools, billing workflows, and Microsoft Office.
• Working knowledge of healthcare billing, insurance coding terminology, payer requirements, authorization processes, patient estimates, collections, and revenue cycle management.
• Detail-oriented, professional, adaptable, and able to manage competing priorities independently and collaboratively.
• Passion for women’s health and fertility preferred, but not required.

Responsibilities

• Assists with practice coordinator, front desk workflows, and administrative clinic operations to ensure daily responsibilities are completed accurately and efficiently.
• Provide support for clinic team members involved in scheduling, intake, financial counseling, and patient access.
• Lead team huddles, staff escalations, administrative scheduling, and coordination of front office coverage to support clinic flow and patient service.
• Address patient complaints, questions, and feedback within 24–48 hours in partnership with clinical, operations, and laboratory teams.

Skills

Healthcare operations

Team leadership

Communication

EMR systems

Practice management systems

Insurance verification

Billing workflows

Microsoft Office

Education

Bachelor of Science degree

Clinical background preferred

Tools

EMR systems

Practice management systems

Insurance verification tools

Billing workflows

Job description

The Practice Operations Lead supports daily clinic operations while serving as a key resource for patient access, financial counseling, and revenue cycle workflows. This hybrid role combines practice management responsibilities with front office oversight, billing coordination, insurance verification, coding awareness, payment collection, and patient financial support. The Practice Operations Lead partners closely with clinical, operations, finance, billing, and revenue cycle teams to ensure patients move through care efficiently, financial expectations are communicated clearly, and clinic workflows are accurate, compliant, and patient-centered.

Essential Responsibilities

• Assists with practice coordinator, front desk workflows, and administrative clinic operations to ensure daily responsibilities are completed accurately and efficiently.
• Provide support for clinic team members involved in scheduling, intake, financial counseling, and patient access.
• Lead team huddles, staff escalations, administrative scheduling, and coordination of front office coverage to support clinic flow and patient service.
• Address patient complaints, questions, and feedback within 24–48 hours in partnership with clinical, operations, and laboratory teams.

The Practice Operations Lead supports daily clinic operations while serving as a key resource for patient access, financial counseling, and revenue cycle workflows. This hybrid role combines practice management responsibilities with front office oversight, billing coordination, insurance verification, coding awareness, payment collection, and patient financial support. The Practice Operations Lead partners closely with clinical, operations, finance, billing, and revenue cycle teams to ensure patients move through care efficiently, financial expectations are communicated clearly, and clinic workflows are accurate, compliant, and patient-centered.

Essential Responsibilities

Practice Operations

• Assists with practice coordinator, front desk workflows, and administrative clinic operations to ensure daily responsibilities are completed accurately and efficiently.
• Provide support for clinic team members involved in scheduling, intake, financial counseling, and patient access.
• Lead team huddles, staff escalations, administrative scheduling, and coordination of front office coverage to support clinic flow and patient service.
• Address patient complaints, questions, and feedback within 24–48 hours in partnership with clinical, operations, and laboratory teams.

Financial Counseling, Revenue Cycle, and Billing Support

• Support patient financial counseling by reviewing cycle packages, coverage benefits, insurance verification outcomes, payment expectations, and available next steps.
• Understand healthcare billing, insurance authorization processes, payer requirements, coding basics, claim documentation needs, and revenue cycle handoffs.
• Coordinate with billing, finance, RCM, and clinical teams to resolve patient account questions, coverage issues, authorization gaps, claim-related concerns, and documentation needs.
• Collect patient payments, deposits, balances, and estimates; refund request triage, and accurate payment posting workflows.
• Communicate financial policies, appointment instructions, arrival times, preparation needs, and next steps clearly and courteously.
• Handle patient billing concerns, insurance questions, and service issues with professionalism; de-escalate concerns and elevate appropriately to leadership or internal partners.
• Manage check-in/check-out, patient demographics, required forms, consents, signatures, EMR documentation, and front desk patient service as needed.
• Scrub the clinic schedule daily to confirm access, authorization status, financial readiness, documentation accuracy, and timely movement of patients into treatment.

Requirements

• 3+ years of healthcare operations
• Bachelor of Science degree or clinical background preferred (not required).
• Strong communication, customer service, change management, financial counseling, problem-solving, and team leadership skills.
• Experience with EMR systems, practice management systems, insurance verification tools, billing workflows, and Microsoft Office.
• Working knowledge of healthcare billing, insurance coding terminology, payer requirements, authorization processes, patient estimates, collections, and revenue cycle management preferred.
• Detail-oriented, professional, adaptable, and able to manage competing priorities independently and collaboratively.
• Passion for women’s health and fertility preferred, but not required