Clinic Operations Manager (Medical Office Manager) at AID Performance Physical Therapy – Ashburn, Virginia

AID Performance Physical Therapy is a well-established clinic serving the Ashburn community for over 20 years. We are known for exceptional patient care, strong community relationships, and a strong team culture focused on clinical excellence.

We are seeking a highly organized and proactive Clinic Operations Manager to oversee the administrative and operational functions of the clinic.

This is a hands-on leadership role responsible for ensuring the clinic runs smoothly day to day. The right candidate enjoys building systems, improving workflows, and taking ownership of operational performance rather than simply following existing processes.

POSITION SUMMARY

The Clinic Operations Manager oversees the administrative operations of the clinic including front desk operations, scheduling, billing oversight, HR administration, and office systems.

This role requires someone comfortable managing daily clinic workflow and stepping in to assist with phones, scheduling, and patient intake when necessary. In some situations the Operations Manager may handle front desk responsibilities directly.

The goal of this position is to ensure the clinic operates efficiently so therapists can focus on delivering excellent patient care.

KEY RESPONSIBILITIES

Front Desk & Patient Operations
• Oversee scheduling and front desk workflow
• Ensure phones are answered professionally and patients are assisted promptly
• Manage patient intake and scheduling processes
• Step in to assist with phones and front desk operations when necessary
• Identify ways to improve scheduling efficiency and patient flow

Billing & Administrative Oversight
• Oversee billing workflow and insurance processes
• Monitor claims submission and accounts receivable performance
• Identify opportunities to improve billing efficiency
• Coordinate with billing systems and administrative staff

HR & Staffing Administration
• Coordinate hiring including job postings and interview scheduling
• Manage onboarding paperwork and HR documentation
• Maintain employee records and compliance requirements

Clinic Operations
• Oversee supply management and operational resources
• Coordinate equipment maintenance and facility needs
• Improve administrative systems and office processes
• Support the clinical team with operational needs

Operational Reporting
• Track key clinic metrics including visit volume and scheduling utilization
• Provide regular operational updates to clinic leadership

QUALIFICATIONS

• 3+ years experience managing operations in a healthcare or medical office preferred
• Strong organizational and leadership skills
• Ability to manage multiple responsibilities in a fast-paced clinic environment
• Excellent communication and interpersonal skills
• Experience with medical scheduling or EMR systems preferred

COMPENSATION

• Salary range: $65,000 – $75,000 depending on experience
• Simple IRA with company match
• Paid vacation and holidays
• Continuing education opportunities
• Free gym membership

ABOUT AID PERFORMANCE PHYSICAL THERAPY

AID Performance Physical Therapy has built a reputation for delivering exceptional care to the Ashburn community. Our clinic specializes in helping athletes and active individuals recover from injury and return to the activities they love.

We pride ourselves on maintaining a positive workplace culture where staff are supported and patients receive outstanding care.

If you enjoy taking ownership of operations and helping a healthcare practice run smoothly, we would love to hear from you.