Program Operations Manager at Clarity Clinic, PLLC – Evanston, Illinois

About Clarity Clinic

Clarity Clinic is an interdisciplinary group private practice of Psychiatrists, Psychiatric Advanced Practice Providers (PAs, NPs), Psychologists, and Therapists. Our mission is to thoughtfully guide the whole person on their journey to find clarity and mental wellness by providing exceptional holistic care. Our staff of Psychiatrists, Advanced Practice Providers and Psychotherapists offer the latest medication, psychological assessment, and therapy treatment as we help guide our patients toward mental wellness and a balanced personal and professional lifestyle. Our team offers a broad range of specialties, services, and orientations to support and help all people regardless of their place in life. This multidisciplinary approach allows us to provide holistic care in psychiatry, psychotherapy and much more.

We’re redefining mental health care through our leading network of mental health providers, who thoughtfully guide the whole person on their journey to find clarity and mental wellness by providing exceptional psychiatry and therapy care. It’s time to get the mental health care you deserve with our leading psychiatry (medication management) and talk therapy services.

Summary:

The Program Operations Manager – Interventional Psychiatric Services is responsible for the operational leadership, performance, and growth of Clarity Clinic’s interventional psychiatry programs, including Transcranial Magnetic Stimulation (TMS) and Esketamine.

This role oversees the operational execution of these service lines across patient access, scheduling workflows, staffing coordination, program performance monitoring, and regulatory compliance. The Program Operations Manager serves as the operational bridge between frontline interventional staff and senior leadership, ensuring services are delivered safely, efficiently, and consistently while supporting program scalability and a high-quality patient experience.

This is a hands-on leadership role focused on ownership, execution, and delivering measurable operational results. The position requires regular travel between Clarity Clinic’s Interventional Psychiatry locations to support staff, maintain operational consistency, and ensure appropriate coverage during clinical operating hours (8:00 AM – 8:00 PM).

Leaders in this role are expected to maintain a visible presence within the clinics, proactively address operational needs, and step in to support teams as necessary to ensure a high standard of patient care and service delivery.

Duties/Responsibilities:

Oversee daily operations of TMS and Esketamine services, ensuring adherence to clinical protocols, operational workflows, and safety standards. Translate strategic initiatives into clear operational workflows, staffing plans, and scheduling models. Monitor treatment throughput, referral pipelines, patient starts, completion rates, cancellations, and no-show trends. Ensure operational readiness for service expansion and program growth. Implement corrective action plans when operational or performance metrics fall below targets. Own intake, referral coordination, and scheduling workflows for interventional psychiatric services. Ensure efficient progression from referral to treatment start through streamlined intake processes. Partner with intake teams, Patient Care Coordinators, and clinical leadership to maximize patient access and treatment capacity. Identify and resolve operational barriers that delay treatment initiation or continuity. Provide leadership and oversight for lead interventional psychiatry coordinators and interventional psychiatry coordinators. Conduct onboarding, performance coaching, and ongoing staff development. Establish expectations for patient care quality, operational compliance, documentation accuracy, and professionalism. Foster a culture of accountability, collaboration, and continuous improvement. Ensure a consistent, high-quality patient experience from intake through treatment completion. Oversee patient education processes to ensure appropriate expectations for interventional psychiatric treatment. Address escalated patient concerns related to scheduling, treatment coordination, or operational issues. Support the development of patient-facing education materials and communication protocols. Partner with operations, intake, and revenue cycle teams to ensure timely authorizations and documentation readiness. Ensure clinical notes and charge slips are completed in a timely manner with the psychiatry team. Monitor operational metrics supporting financial sustainability and program performance. Support staffing and scheduling optimization to maximize treatment utilization. Ensure compliance with all state and federal regulations including but not limited to HIPAA, Joint Commission standards, and REMS requirements. Conduct routine workflow and documentation audits to ensure regulatory compliance. Maintain readiness for payer reviews, internal audits, and regulatory oversight. Identify operational inefficiencies, risks, or workflow gaps and develop solutions. Pilot operational improvements and scale successful processes across locations. Leverage data and frontline feedback to drive improvements in program performance. Travel to the various Clarity Clinic Interventional Psychiatry Locations and ensure coverage during operating clinical hours.

Minimum Requirements:

Bachelor’s degree in psychology, healthcare administration, neuroscience, social work, business administration, or a related field, or equivalent professional experience Experience coordinating, supervising, or managing teams Demonstrated leadership or supervisory experience in an operational or service-based environment Strong organizational and operational execution skills Ability to manage complex workflows in a fast-paced environment Strong communication and problem-solving skills when working with multidisciplinary teams

Preferred Experience and Qualifications:

Experience working in a healthcare, behavioral health, or clinical environment Experience coordinating or managing TMS therapy or other interventional psychiatry services Experience managing multidisciplinary teams Familiarity with Esketamine administration protocols and REMS requirements Knowledge of insurance authorization workflows and healthcare billing fundamentals Experience working with EHR systems and healthcare scheduling platforms Experience launching or scaling service lines

Role Competencies:

Operational Leadership - Demonstrate the ability to manage complex clinical operations, coordinate staff workflows, and ensure interventional psychiatric services such as TMS and Esketamine are delivered safely, efficiently, and consistently. Adaptability - Demonstrate the ability to work in a fast-paced healthcare environment, responding effectively to changing patient needs, scheduling demands, operational priorities, and evolving clinical protocols. Collaboration - Collaborate with interdisciplinary teams including psychiatrists, advanced practice providers, coordinators, intake teams, and operations leadership to ensure coordinated and high-quality patient care. Communication Skills - Effectively communicate with patients, families, and healthcare professionals regarding interventional treatment processes, scheduling expectations, program requirements, and operational updates. Documentation and Record-Keeping - Maintain accurate and thorough documentation related to patient coordination, operational workflows, compliance requirements, and program performance metrics while ensuring adherence to HIPAA and regulatory standards. Performance Management and Coaching - Provide guidance, training reinforcement, and performance feedback to coordinators and staff to promote accountability, operational consistency, and professional development. Process Improvement and Problem-Solving - Proactively identify operational inefficiencies, workflow gaps, or barriers to patient access and implement solutions that improve program performance, patient throughput, and overall service delivery.

Perks and Benefits:

Full Time Salary: $95,000 - $105,000 (commensurate to years of experience)Bonus: 10% based on KPI performanceFull comprehensive benefits package including health, dental vision, EAP services and more$100.00 Monthly Wellness Reimbursement/Stipend to promote your self-care routine & well-being401k match up to 4%Opportunities for growth and professional development20 days PTO + 5 Sick Days + 6 paid holidays

Physical Requirements:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear or effectively communicate with others. The employee is frequently required to stand, walk, sit, and use a keyboard. The employee must occasionally lift and/or move up to 25 pounds.

Other duties

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform related duties, as assigned by their supervisor.

We celebrate diversity when it comes to all backgrounds and identities, and we encourage applications from minorities, LGBTQ+ individuals, candidates of all ages, and nontraditional backgrounds.

Clarity Clinic is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Please stay alert to protect yourself from sophisticated job scams during the recruiting process. Only emails that come from claritychi.com are legitimate recruiting messages. Our HR Team will not send emails from other domains, or message you using WhatsApp or text messaging. We conduct all interviews by phone or video, and we will never ask you for money or to download software either during the interview process, credentialing or during our onboarding process. More tips from the FTC to avoid job scams: https://www.consumeraffairs.com/news/ftc-offers-tips-on-avoiding-job-scams-041321.html