Programs & Practice Operations Leader

Position Details

Organization: The Pause Wellness (Mary Claire Wellness, PLLC), in partnership with The Pause Life

Location: Galveston (within an hour radius), Texas. Hybrid, with regular on-site presence and remote work

Reports to: Managing Director, The Pause Wellness

Works closely with: Physicians, nurse practitioners, the Practice Administrator, The Pause Life corporate team, accreditation partners and external business partners

Supervises: Practice Administrator and administrative staff

Position Summary

The Pause Wellness is a specialty medical practice focused on menopause and women's midlife health. The Programs & Practice Operations Leader owns the business, people and compliance side of the practice, leading a Practice Administrator who runs day-to-day administration. The role also leads the development and launch of the practice's professional programs, beginning with a continuing medical education (CME) course for clinicians.

Practice operations is the core of this job, and the right candidate must be able to run a medical practice well from day one. Building and launching programs is the second, equally required part of the role. Operating with substantial independence, this leader is expected to exercise sound judgment, take initiative and resolve complex challenges. Personnel and business matters escalate to this role; clinical matters go to the Clinical Director.

Key Responsibilities

Part 1: Practice Operations

Staff Leadership

• Lead, train and hold administrative staff accountable for established performance and service expectations, through the Practice Administrator.
• Serve as the escalation point for personnel and business matters raised by the Practice Administrator.
• Participate in hiring, onboarding, performance discussions and personnel transitions in collaboration with leadership.
• Address employee concerns, performance issues and disciplinary matters as appropriate.
• Coordinate with clinicians on administrative expectations, workflow concerns, staffing changes and operational needs.

Patient Escalations & Clinician Transitions

• Serve as the final escalation point for complex nonclinical patient complaints and sensitive situations, bringing in the Clinical Director on any clinical matter.
• Coordinate operational aspects of clinician onboarding, departures, patient reassignment and practice transitions.
• Develop messaging related to practice policies, pricing and service changes.

Financial Oversight

• Set and approve patient pricing, payment, cancellation and refund policies with leadership.
• Track clinician-related compensation, invoices and bonus information in coordination with leadership and finance personnel.
• Prepare operational and financial summaries as requested to support leadership decision-making.

Legal & Compliance

• Serve as an administrative liaison with legal counsel, professional liability insurance representatives, regulatory agencies and other professional advisors.
• Coordinate physician–APRN agreements, insurance renewals, regulatory documentation and related administrative requirements under appropriate professional oversight.
• Own the renewal calendar for agreements, insurance and regulatory filings, with the Practice Administrator alerting this role at least 60 days before each renewal is due.
• Support implementation of approved changes arising from legal reviews, regulatory assessments and updated practice policies.
• Identify potential operational compliance concerns and coordinate with appropriate clinical or executive leadership.

Strategy, Growth & Operational Improvement

• Collaborate with leadership to evaluate practice performance, patient demand, operational trends and opportunities for improvement.
• Support tracking and analysis of patient acquisition, lead conversion and other relevant practice performance measures.
• Coordinate operational planning and execution of approved projects and organizational changes.
• Identify opportunities to improve efficiency, communication, accountability and patient experience.

Part 2: Programs & CME

• Lead the build and launch of the clinician-facing CME train-the-trainer course, including timeline, faculty coordination, learner experience and delivery platform, in collaboration with the corporate team.
• Partner with the Clinical Director, who serves as clinical lead for CME content and faculty; this role owns the program's operations, accreditation and business performance.
• Manage accreditation requirements and the relationship with the accrediting partner, including documentation, learner evaluations and outcomes reporting.
• With support from the corporate team, own the program's business model: pricing, enrollment targets, budget, and revenue and cost tracking reported to leadership.
• Build the operations to run the program repeatably: cohort scheduling, enrollment, learner support and certification records.
• Coordinate with The Pause Life marketing on launch and enrollment.
• Evaluate and stand up new professional programs and patient services, and build the case and structure for scaling programs into a standalone line of business.

Qualifications

The right person matters more than a specific résumé, but this role needs both: proven experience running a medical practice, and proof of having built and launched something, not only run it.

Required

• Experience leading operations in a medical practice, healthcare administration or comparable clinical setting.
• Experience leading people, including managing a manager.
• Comfort with practice financials: pricing, budgets, invoices and simple P&L tracking.
• Experience coordinating regulatory, insurance and agreement requirements in a healthcare setting.
• A track record of launching a new program, product or business line from concept to paying customers.
• Demonstrated ability to take ownership of responsibilities, work independently and exercise sound judgment.
• Excellent written and verbal communication skills, particularly when addressing sensitive patient, clinician or personnel matters.
• Professionalism, discretion and empathy, with the ability to communicate confidently and diplomatically with physicians, clinical providers and leadership.

Helpful, But Not Required

• Experience in continuing medical education, accredited professional education or clinician training programs.
• Experience in specialty medical practices, cash-pay healthcare or women's health.

Position Expectations

This role carries broad responsibility with limited day-to-day direction. Success in the first year means the practice running steadily under the Practice Administrator, and the CME course launched on schedule with its enrollment target met. Clinical decision-making and medical supervision remain the responsibility of the Clinical Director and other appropriately licensed healthcare professionals.