Assistant Operations Manager

We're not a typical clinic.

Cerebral Health exists for patients with complex neurological injuries — post-concussion athletes who aren't recovering on the expected timeline, accident survivors dealing with persistent vestibular dysfunction, people who've been told their imaging is normal but whose lives clearly aren't. We take those cases seriously. And we get results.

We're one of the few clinics in the region offering advanced neurological rehabilitation technology that most practices simply don't have. Our patients find us after exhausting other options. What we offer them is precision diagnostics, evidence-based neurological rehabilitation care, and a team that genuinely knows what they're doing.

Our team of 20 is collaborative, fast-paced, supportive, and united around a single mission — and that mission has real stakes. Our patients are coming to us to get their lives back. That means results aren't optional here.

Every person on this team holds themselves to that standard: leading with a learner's heart, bringing compassion to every interaction, going above and beyond for the people in their care, and finding strength in working together. We don't just care about our patients. We are accountable to them.

That's the environment you'd be stepping into.

The role

This is a hands-on clinic leadership role built for someone who wants to grow. You'll own the front desk and the daily operation of the clinic. From there, you'll take on the scorecard, then the team.

You'll report directly to our Director of People & Operations and be mentored by her week to week. We operate on EOS (Entrepreneurial Operating System): structured meetings, clear accountability, and real ownership of your results.

This is not a passive coordinator role. If you like being in the work, being the person who makes the work better, and want a seat that grows as fast as you do, this is it.

Your growth path

Each stage opens once you fully own the one before it and its KPIs, not just time in the seat.

What you'll be doing

Front Operations

• Lead the front desk and HBOT/PEMF teams day to day, including remote team members, and be the person they turn to
• Guide patients through the full care journey, from consultation scheduling through discharge
• Manage the Personal Injury workflow: liens, attorney communication, PI payments and checks, subpoenas, and case follow-up
• Process payments accurately across standard fees, CareCredit, PI checks, and refunds; generate superbills
• Keep patient records accurate and HIPAA-compliant; audit trackers and follow-up logs so no patient or lead falls through the cracks
• Resolve patient complaints and keep the patient experience at the standard our patients deserve
• Step in on calls, check-in, and HBOT/PEMF coverage when the clinic needs it

Clinic operations

• Run patient flow, scheduling, room readiness, and daily clinic logistics
• Manage vendors, supplies, supplement inventory, and facility needs
• Ensure compliance with HIPAA, OSHA, and safety standards
• Build, update, and enforce SOPs across all clinic functions, and train staff to them
• Own clinic systems including Jane, Google Workspace, and Gusto
• Track KPIs, maintain the clinic scorecard, and bring issues and solutions to weekly L10 meetings and quarterly planning
• Maintain relationships with PI attorneys and referral partners
• Coordinate monthly in-clinic patient activities
• Run hiring end to end, from job posts and screening to structured onboarding
• Process payroll and keep employee records accurate
• Lead weekly 1:1s and quarterly conversations with staff, and hold the team accountable with clarity and care
• Support performance reviews, compensation cycles, and HR compliance under California employment law
• Help shape a culture where people do their best work and want to stay

You'd be a great fit if you

• Have 2+ years in a healthcare or medical office setting, including at least 1 year leading, supervising, or training a team
• Are proficient with EHR or practice management systems and learn new platforms quickly
• Are organized, data-driven, and accountable to outcomes, not just effort
• Hold people accountable with warmth and clarity, and stay steady when the clinic gets busy
• Notice when a process is broken and fix it — then write it down so it stays fixed
• Are resourceful and quick-minded, and work smart, not just hard
• Lift the people around you; you win with your team, not at its expense
• Want to grow with one company for the long term, and you're ready to be mentored into a bigger seat

What you'll get

• Health and dental insurance
• 401(k) with company matching
• 10 days PTO
• Team bonding events
• A defined growth path into clinic leadership
• Direct weekly mentorship from our Director of People & Operations
• A team of 20 that is collaborative, fast-paced, supportive, and united around a common mission
• A high-accountability culture where our standard is directly tied to the results our patients get

If you're ready to run a clinic now and lead more of it next year, we'd love to hear from you. Send your resume and a brief note on why Cerebral Health and why now, plus one example of a process you fixed and what changed because of it.

Pay: $25.00 - $35.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Work Location: In person