WBT Therapy Works, Inc.

Operations

• Oversee daily clinic operations to ensure smooth and efficient telehealth and school-based workflows
• Manage scheduling systems, patient flow, and provider calendars across all service lines
• Implement and maintain operational policies, procedures, and standard operating protocols
• Ensure compliance with healthcare regulations, HIPAA standards, and internal protocols
• Lead EMR/EHR optimization and ensure documentation accuracy and integrity
• Support implementation of EHR and practice management system upgrades (SBA-funded)
• Own the practice’s financial performance — not as a participant, but as an accountable leader
• Oversee and coordinate billing processes, insurance verification, and collections across Medicaid, CMO, and commercial plans with billing administrators
• Monitor revenue cycle performance including claims, reimbursements, and accounts receivable
• Track KPIs including patient volume, utilization rates, and revenue per provider
• Develop and manage operating budgets; track actuals vs. plan on a monthly cadence
• Identify opportunities to improve profitability and reduce operational inefficiencies
• Build and present a monthly financial dashboard to ownership with clear, actionable insights
• Supervise administrative staff including front & back-office admins, lead therapists, and intake coordinators
• Support hiring, onboarding, and training of new team members across clinical and administrative functions
• Foster a positive, professional, and patient-centered organizational culture
• Conduct performance reviews and maintain team accountability systems
• Design a clinician productivity model tied to utilization targets and revenue goals
• Execute stay interviews and proactive retention initiatives to maintain 90%+ annual retention
• Lead corrective action processes with clarity, documentation, and consistency when required
• Ensure a high-quality, seamless patient journey from intake through ongoing care and follow-up
• Address patient and family concerns and resolve escalations professionally
• Drive improvements in retention, satisfaction, and family referral experience
• Partner with the Clinical Director to ensure care delivery and operational efficiency are aligned
• Support marketing initiatives, community outreach, and referral partner relationships
• Track new patient lead flow and conversion rates from intake
• Collaborate with the Clinical Director and the CEO on expansion strategies and new service lines
• Evaluate technology, vendor partnerships, and systems that support operational scale

Director of Practice Operations