Clinical Operations Jobs in Santa Rosa, CA (NOW HIRING)

MBA Healthcare Operations & Clinical Performance Manager

Puppy Water Entertainment Foundation (PWEF) in Partnership with Conscious Puzzles Behavioral Health

Location: Remote/Hybrid (California Preferred)
Employment Type: Full-Time
Compensation: Competitive Salary + Performance Incentives Based on Organizational Goals

About Us

Conscious Puzzles Behavioral Health and the Puppy Water Entertainment Foundation (PWEF) are mission-driven nonprofit organizations committed to improving access to compassionate, trauma-informed, and culturally responsive behavioral health services for children, adolescents, adults, and families throughout California.

As our organization continues to expand, we are seeking an experienced MBA professional with expertise in healthcare operations, business management, data analytics, and organizational performance to help scale our clinical operations while supporting our mission of improving access to quality mental health care.

This role is ideal for someone who enjoys analyzing performance metrics, developing operational systems, coaching teams, improving efficiency, and helping nonprofit healthcare organizations achieve sustainable growth.

Position Summary

The Healthcare Operations & Clinical Performance Manager serves as the bridge between clinical operations and executive leadership.

This individual works collaboratively with clinicians, intake coordinators, schedulers, billing staff, credentialing specialists, and executive leadership to ensure that operational systems support timely access to care, efficient workflows, and organizational sustainability.

The primary goal is to help the organization achieve approximately $100,000 in monthly revenue through effective operational management while maintaining high-quality, ethical, and client-centered care.

This position does not supervise clinical decision-making or influence treatment recommendations. Instead, the role focuses on improving operational processes that support clinicians in delivering medically necessary services efficiently and consistently.

Primary Responsibilities

Clinical Productivity & Caseload Management

Meet individually with every clinician each week to:

• Review active caseloads
• Monitor scheduled appointments
• Identify scheduling gaps
• Review cancellation and no-show trends
• Assist clinicians in maintaining healthy, sustainable caseloads
• Collaborate with scheduling staff to optimize appointment availability
• Support clinicians in achieving established productivity expectations
• Identify barriers preventing clinicians from providing services
• Develop individualized action plans to improve scheduling efficiency

Daily Operations Management

Monitor daily clinic performance including:

• Number of completed sessions
• Number of scheduled sessions
• Daily cancellations
• No-show percentages
• Open appointment availability
• Intake conversion rates
• Waitlist management
• Referral response times
• Authorization tracking
• Client retention metrics

Develop strategies to improve clinic efficiency while maintaining exceptional client care.

Financial Performance Management

Work closely with leadership to monitor organizational financial health by tracking:

• Monthly revenue
• Revenue by clinician
• Revenue by program
• Revenue by payer
• Accounts receivable
• Authorization utilization
• Missed revenue opportunities
• Billing delays
• Claim denials
• Collections

Develop dashboards and operational reports that provide real-time insight into clinic performance.

Performance Coaching

Provide operational coaching—not clinical supervision—to clinicians by helping them:

• Manage schedules effectively
• Improve appointment attendance
• Reduce cancellations
• Increase client engagement
• Improve documentation timeliness
• Maintain balanced caseloads
• Develop efficient workflows

Recognize and celebrate high performance while helping staff overcome operational challenges.

Cross-Department Collaboration

Partner closely with:

• Clinical Director
• Clinical Supervisors
• Intake Coordinators
• Scheduling Team
• Billing Department
• Credentialing Specialists
• Human Resources
• Executive Leadership

Ensure all departments work together toward shared organizational goals.

Data Analytics & Reporting

Develop and maintain executive dashboards tracking:

• Weekly productivity
• Monthly productivity
• Revenue trends
• Referral sources
• Clinician utilization
• Client retention
• Appointment completion rates
• Intake conversion
• Average clinician caseload
• Program performance
• Financial forecasting

Present findings and recommendations during leadership meetings.

Strategic Growth

Support organizational expansion by:

• Identifying workflow improvements
• Creating scalable operational systems
• Improving client access
• Increasing clinician efficiency
• Supporting new program launches
• Evaluating staffing needs
• Assisting with grant reporting
• Developing operational policies and procedures

Key Performance Indicators (KPIs)

Success in this role may be measured through operational outcomes such as:

• Increased appointment completion rates
• Reduced no-show and cancellation rates
• Timely client access to care
• Improved clinician schedule utilization
• Faster intake-to-first-appointment timelines
• Documentation completion within required timeframes
• Improved authorization management
• Increased client retention
• Improved billing accuracy
• Achievement of organizational revenue targets through ethical and efficient operations

Ideal Candidate

We are seeking someone who:

• Thinks strategically
• Enjoys solving complex operational challenges
• Is highly organized
• Uses data to drive decision-making
• Is collaborative and supportive
• Communicates effectively across departments
• Has strong leadership skills
• Understands nonprofit healthcare operations
• Is passionate about improving access to behavioral healthcare

Minimum Qualifications

• MBA, MHA (Master of Healthcare Administration), MPH, or related graduate degree
• Bachelor's degree in Business Administration, Healthcare Administration, Public Health, Finance, or related field (required)
• Three or more years of healthcare operations, clinic management, or practice management experience
• Experience managing organizational performance metrics
• Experience with budgeting and financial reporting
• Advanced Excel and data analysis skills
• Strong project management skills
• Excellent written and verbal communication skills

Preferred Qualifications

Experience with:

• Behavioral health operations
• Community mental health
• Nonprofit healthcare organizations
• Federally Qualified Health Centers (FQHCs)
• Medi-Cal managed care
• CalAIM programs
• Electronic Health Records (e.g., SimplePractice)
• Healthcare billing and revenue cycle management
• Lean process improvement
• Dashboard development (Power BI, Tableau, Excel)
• Grant-funded programs

What You'll Help Build

This position is an opportunity to help shape the future of a growing behavioral health organization. Your leadership will strengthen operational excellence, support clinicians in serving more individuals in need, improve access to care, and contribute to the long-term sustainability of our mission.

By building efficient systems, analyzing performance, and fostering collaboration across departments, you will play a key role in helping Conscious Puzzles and Puppy Water Entertainment Foundation expand their impact throughout California.

If you are passionate about combining business strategy with healthcare operations to improve lives and strengthen nonprofit organizations, we encourage you to apply.