Manager, Ambulatory Business Operations

At NorthBay Health, the Manager, Ambulatory Business Operations ensures smooth day-to-day operational performance across healthcare administrative functions. This role supports process optimization, data reporting, cross-department coordination, and operational problem-solving to improve efficiency, compliance, and patient-facing workflows. The ideal candidate is highly organized, analytical, and collaborative, with the ability to manage multiple priorities while supporting operational excellence across the organization.

PRIMARY JOB DUTIES

Operational Coordination

• Serves as the operational point of accountability for ambulatory initiatives.

• Ownership of KPIs, dashboards, and performance improvement plans.

• Support daily operational workflows across healthcare administrative functions.

• Coordinate scheduling, documentation management, and cross-functional communication to ensure seamless operations.

• Monitor workflow effectiveness and proactively address operational issues.

Process Improvement

• Assist in the implementation of new processes, technologies, and operational systems.

• Identify workflow inefficiencies and recommend process improvements to enhance productivity and service quality.

• Support continuous improvement initiatives that drive operational excellence.

Data & Reporting

• Compile, analyze, and maintain operational, daily engagement system (DES), reconciliation, and performance reports for leadership review.

• Monitor key performance indicators (KPIs) and identify trends, risks, and opportunities for improvement.

• Ensure accuracy and integrity of operational data and reporting.

Policy, Compliance & Governance Ownership

• Ownership of policy development, maintenance and operational standards.

• Ensuring regulatory readiness across ambulatory operations

• Leading audit responses and corrective action plans

Budget & Resource Management

• Assists in managing budgets, forecasting, and resource allocation.

• Oversight of procurement strategy.

Systems Support

• Serve as a subject matter expert for operational systems, workflows, and data management processes.

• Escalates, resolves, and prevents systemic issues.

• Troubleshoot system and process-related issues and provide support.

• Collaborate with technical teams to improve system functionality and data flow efficiency.

Cross-Department Collaboration

• Chairs/leads cross-functional workgroups.

• Drives alignment between Information Technology (IT), Human Resources (HR), Finance, Credentialing, Clinical Operations, and other departments to support integrated business processes.

• Facilitates communication and coordination among stakeholders to ensure operational alignment and effectiveness.

• Supports organizational initiatives that require cross-functional engagement.

Project Support

• Leads and participates in business-driven initiatives and operational improvement projects.

• Assist with project planning, coordination, documentation, and execution.

• Track project milestones and support timely completion of deliverables.

Purchasing & Procurement

• Support purchasing and procurement activities to maintain appropriate inventory levels and operational readiness.

• Assist in vendor relationships, including performance monitoring and issue resolution.

• Analyze inventory utilization and recommend improvements to purchasing processes.

Compliance Support

• Maintain required operational and business documentation.

• Support adherence to regulatory requirements, accreditation standards, organizational policies, and compliance programs.

• Assist with audits, documentation reviews, and compliance reporting activities.