Director or Operations at Rimrock Foundation – Billings, Montana

Director of Operations

Department:

Administration

Immediate Supervisor:

SDO

Status:

Exempt

Positions Supervised:

Admissions, Intake, and Integrated Services

JOB SUMMARY:

The Director of Operations is responsible for execution and day-to-day operational performance across Rimrock locations and centralized operational departments, including Admissions, Intake, and Integrated Services (Targeted Case Management, Peer Support, and Psychosocial Rehabilitation). Reporting to the Senior Director of Operations, this role ensures site and departments operate efficiently, compliantly and in alignment with organizational performance expectations. Assures adherence to state statutes and rules, CARF standards, and federal regulations including HIPAA and 42 CFR Part 2. Positively represents the organization and promotes Rimrock’s Mission to the community.

Essential Functions

1. Multi-site Operational Management
2. Provide direct supervision to Site Managers across all locations
3. Ensure operational consistency across Billings, Bozeman, and future sites.
4. Monitor daily site performance, staffing alignment, and workflow efficiency.
5. Conduct routine site visits and operational reviews.
6. Admissions and Oversight Intake
7. Oversee Admissions and Intake departments
8. Monitor referral conversion, intake timeliness, and census trends
9. Ensure accurate insurance verification and funding eligibility
10. Maintain efficient access to care pipelines
11. Integrated Services Oversight (TCM, Peer Support, Psychosocial Rehabilitation)
12. Oversee productivity and documentation standards
13. Ensure all billing compliance and regulations
14. Monitor service utilization and staffing ratios
15. Align integrated services with outpatient and treatment court programming
16. Financial and Productivity Performance
17. Monitor departmental and site-level productivity benchmarks
18. Partner with the Finance department to support revenue cycle readiness
19. Identify and address operational inefficiencies
20. Implementation of Enterprise Standards
21. Execute operational standards established by Senior Director of Operations

Performance measures

1. Organizes programs and services to meet short-term and long-range strategic goals.
2. Monitors overall progress of programs and services in all departments under scope of direction.
3. Oversee all daily aspects of departmental specific services and coordinates interdepartmental communications and working relationships.
4. Actively works to maintain departmental financial responsibilities and outcomes.
5. Conducts team and individual meetings of staff under supervision to ensure sustainable work progress
6. Identities training needs and assistance in timely training/education of staff.
7. Participates in quarterly quality and risk management data collection, review and presentation of outcomes/data.
8. Hold quarterly departmental meetings with direct reports to assure communication/liaison and maintain minutes
9. Assist in recruiting, hiring and evaluating staff.
10. Adheres to and upholds local, state, federal and CARF policies and regulatory requirements
11. Continuously works to achieve organizational goals. Accepts ownership for actions and decisions, accomplishments and actively exploring new opportunities to enhance skills and knowledge.
12. Engage in outreach and business development as assigned.
13. Other duties as assigned.

ORGANIZATIONAL COMPETENCIES:

1. Accountability – Takes ownership for resolving problems, reaching goals, and serving patients, team, and organization. Accepts responsibility for own behavior. Assures that resources are allocated in accordance with the priorities of the strategic plan. Performs self-quality monitoring in order to develop and execute plans to meet established goals.
2. Time Management – Maximizes the use of time and resources and effectively prioritizes tasks. Completes paperwork, evaluations, and other required documentation accurately and timely.
3. Teamwork – Works cooperatively and capably with a wide variety of people. Actively promotes teamwork and information sharing within and across departments. Works in a spirit of teamwork and trust and maintains professional boundaries in working with others.
4. Flexibility – Adapts rapidly to changing work demands and priorities.
5. Confidentiality – Complies with all HIPAA and 42 C.F.R. Part 2 regulations relating to privacy, security, and confidentiality. Safeguards confidential information of patients, employees, and business operations
6. Safety – Knows and understands emergency procedures and completes incident reports within 24 hours of event with detailed information.
7. Communication – Consistently uses positive communication skills to promote effective interpersonal relationships. Provides timely and thorough follow-up with internal and external customers. Models’ professionalism by addressing others with appropriate actions, appearance, and communication. Models and promote effective written and verbal communication.
8. Customer Service – Supports the organization’s customer service initiative. Strives for service excellence by seeking challenges and turning them into opportunities. Anticipates and meets needs of patients while maintaining appropriate boundaries. Displays a friendly, helpful, and approachable demeanor. Obtains feedback from patients regarding their perceptions of the service provided to them and utilizes this information to improve service delivery.
9. Respect – Establishes compassionate and supportive rapport with patients. Communicates tactfully and respectfully with patients, coworkers, and others.
10. Quality Improvement – Assures that information is collected, organized, reported and used to improve the quality of systems and services. Recognizes and appropriately reports to supervisor areas within scope of responsibility that fall outside the quality parameters. Serves on committees or process improvement teams to assist in improving quality/customer satisfaction, as assigned.

EDUCATION/TRAINING: Bachelor’s degree in healthcare administration, Business or related field. 5-7 years leadership experience in healthcare or behavioral health. Experience managing multi-department operations. Proven ability to drive performance improvement.

SKILLS: Possess effective communication and interpersonal skills. Ability to delegate and collaborate with peers, staff and leadership. Proven effectiveness to adapt to change and make necessary adjustments as needed. Capacity to provide empathy and possess knowledge of patients with addictions and co-occurring disorders and implement positive reinforcement of patients. Exemplifies strong organizational skills. Acquired Computer skills and proficiency with Microsoft software including Word, Excel and Outlook.

PHYSICAL DEMANDS: Work is indoors in an office environment with moderate noise. Intermittent physical effort involving lifting of up to 25 pounds, walking and stooping is required. A typical workday involves sitting, frequent use of a keyboard, reaching with hands and arms, and talking and hearing, approximately 70% of the time. Approximately 30% or less of the time is spent standing. Normal vision abilities required, including close vision and ability to adjust focus.

WORK ENVIRONMENT/JOB LOCATIONS: Involves everyday risk or discomfort requiring normal safety precautions in an office setting, meeting room and patient care areas. Some driving required. Generally requires concentration and attention to detail. Will work primarily in main facility.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.