Operations Manager

Company: XRHealth Location: Needham MA area preferred (on-site/hybrid office hours 9:00 AM5:00 PM EST) Employment Type: Full-Time Reports To: GM/Director of US Services

XRHealth is a fully remote telehealth company delivering care across physical therapy occupational therapy speech-language pathology mental health and nurse practitioner services enhanced by virtual reality treatment tools. We operate across multiple U.S. states and are focused on scalable systems-driven operations.

Were looking for an Operations Manager to own and optimize the systems that run our clinic day-to-day. This role is responsible for managing our operational tech stack building and maintaining integrations between systems and ensuring our workflows scale efficiently as we grow. Youll be the go-to person for how our tools talk to each other and how our operational processes run smoothly.

This role will immediately step into a high-impact project: planning and executing the systems merger following a recent acquisition. Youll be responsible for mapping out both organizations operational tech stacks identifying overlaps and gaps and leading the integration of systems (CRM EHR billing and related platforms) into one unified operating environment.

• Own day-to-day administration of core operating systems including CRM (HubSpot) EHR billing and scheduling platforms
• Design build and maintain integrations between HubSpot and other systems (EHR billing payroll communication tools etc.)
• Monitor system performance troubleshoot issues and coordinate with vendors to resolve technical problems
• Develop and document standard operating procedures for system usage across teams
• Identify opportunities to automate manual/tedious workflows and reduce operational bottlenecks
• Partner with clinical billing and RCM teams to ensure systems support accurate documentation and billing workflows
• Manage user access permissions and onboarding/offboarding within operational systems
• Track and report on key operational metrics using existing dashboards and tools
• Serve as project lead on new system rollouts or major platform changes
• Maintain data integrity and consistency across integrated platforms

Required:

• 3 years of experience in an operations management or systems administration role
• Hands-on experience with HubSpot (CRM administration workflows automations)
• Demonstrated experience building/managing integrations between multiple software systems (e.g. via native integrations Zapier APIs or middleware)
• Strong troubleshooting skills and comfort working directly with vendors on technical issues
• Excellent organizational skills and ability to manage multiple systems/projects simultaneously
• Clear direct communicator comfortable documenting processes for non-technical teams

Preferred:

• Experience in healthcare telehealth or a regulated services industry
• Familiarity with EHR platforms and healthcare billing workflows
• Experience with financial/ops tools such as NetSuite Rippling or similar platforms
• Based in or near Needham MA

• Full-time 9:00 AM5:00 PM EST
• Location: Needham MA area strongly preferred. Remote is acceptable.

XRHealth is an equal opportunity employer.