Operations Manager

Born in 1993, Excelsia Injury Care’s mission is to restore quality of life through patient-centric care and support for those injured in motor vehicle or work-related accidents. With over 100 patient care centers across the Mid-Atlantic, Midwest, and Mountain West regions, our vision is to be the leading provider of injury care, setting the standard for excellence in every community we serve and expanding access to high-quality care nationwide.

At Excelsia, we deliver the full continuum of outpatient care within one seamless, connected system. Our diverse team of medical specialists offers a wide range of treatment services, covering medical, orthopedics, neurology, rehabilitation, diagnostic, and surgical. We are committed to supporting patients through personalized support, detailed documentation, and outcome-oriented care coordination to make the recovery process easier. With Excelsia, patients are never far from the care they need—with the compassion they deserve.

Founded on the values of respect and trustworthiness, we are committed to delivering services that adhere to the highest legal, regulatory, and ethical standards. As responsible corporate citizens, we integrate environmental, social, and governance (ESG) considerations into our business practices, ensuring that we positively impact the healthcare companies we serve, our employees, and the communities we reach.

The Operations Manager supports the Director of Operations by coordinating provider scheduling, workforce administration, compliance activities, onboarding/offboarding processes, and operational initiatives across the market. This position serves as a key liaison among providers, district managers, office teams, and corporate departments to ensure efficient daily operations and seamless communication. The role requires exceptional organizational skills, attention to detail, project coordination abilities, and a proactive approach to problem-solving.

Job Duties

Provider Scheduling & Workforce Coordination

• Coordinate and maintain monthly provider schedules across all assigned locations.
• Manage provider PTO tracking, including planned and unplanned absences, sick time, call-offs, and schedule adjustments.
• Coordinate provider coverage plans and communicate schedule changes with office teams, front desk staff, procedural teams, DME/IME departments, and other stakeholders.
• Maintain provider time-off records within UKG and assist with schedule conflict resolution.
• Monitor provider staffing coverage and escalate operational concerns as needed.

• Coordinate onboarding and offboarding activities for providers and staff.
• Facilitate equipment requests, laptop deployment, access setup, and training scheduling.
• Track completion of required training programs and compliance requirements.
• Manage CyberHoot training notifications, follow-up, and completion reporting.
• Coordinate attestation tracking and required documentation for new and existing employees.
• Ensure appropriate follow-up with managers and employees regarding outstanding requirements.

• Assist with oversight and tracking of provider credentials, including professional licenses, DEA registrations, certifications, and other regulatory requirements.
• Coordinate weekly compliance reporting activities and follow up on identified deficiencies.
• Support corporate tracking systems and documentation to ensure compliance.
• Support audits and compliance initiatives as requested.

• Coordinate incident report review and follow-up activities in partnership with District Managers.
• Organize and facilitate operational meetings, including meeting scheduling, agenda preparation, documentation, and follow-up.
• Coordinate communication and collaboration across departments to support operational effectiveness.
• Prepare operational reports, dashboards, and tracking tools as needed.

• Serve as coordinator for operational improvement projects and strategic initiatives.
• Support implementation and tracking of initiatives such as provider workflow optimization, MD Checkout programs, attorney portal enhancements, AI initiatives, and other operational projects.
• Monitor project milestones, action items, and deliverables.
• Partner with leadership to drive project completion and accountability.

• Serve as a primary operational liaison between the Director of Operations and District Managers.
• Coordinate operational priorities, communications, and follow-up activities across districts.
• Assist with standardization of processes and implementation of operational best practices.
• Monitor key operational activities and facilitate issue resolution across locations.

• High School Diploma or GED equivalent
• Bachelor’s degree in related field preferred.
• Strong verbal and written communication.
• High level of people skills.
• Knowledge of computers and applications.

• Sitting, standing, walking, reaching above shoulder length, working with body bent over at waist, working in kneeling position, climbing stairs, climbing ladders, working with arms extended at shoulder length, lifting maximum of 50 lbs.

• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and Teams.
• Experience with UKG or similar HRIS/timekeeping systems preferred.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving, coordination, and follow-up skills.
• Ability to work independently while collaborating across departments.

Excelsia Injury Care is an equal opportunity employer. We commit to a policy of nondiscrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, creed, gender, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, genetic predisposition, marital, civil union or partnership status, sexual orientation, gender identity, or any other consideration protected by federal, state or local laws.