Operations Analyst

Physicians East Job Description: Operations Analyst Department: Operations Reports To: Director of Operations or Chief Operating Officer FLSA Status: Exempt, subject to classification review Position Type: Full-Time

Position Summary The Operations Analyst supports the operational and financial performance of Physicians East by analyzing data, monitoring departmental performance, identifying opportunities for improvement, and supporting organizational initiatives. This position works collaboratively with executive leadership, department managers, clinical supervisors, and administrative teams to evaluate productivity, staffing, patient access, workflows, and resource utilization. The Operations Analyst is responsible for developing and maintaining standardized departmental scorecards and providing actionable recommendations to improve operational efficiency, financial performance, and patient experience.

Essential Duties and Responsibilities Operational Analysis and Performance Monitoring

Analyze operational performance across multiple specialties, departments, and locations.

Monitor key performance indicators (KPIs), including provider productivity, appointment utilization, patient volumes, staffing efficiency, and departmental performance. Identify operational trends, inefficiencies, and opportunities for improvement. Compare departmental performance to established benchmarks and organizational goals.

Provide recommendations to leadership based on operational findings.

Departmental Scorecards and Reporting Develop, implement, and maintain standardized monthly operational scorecards for all specialties, departments and providers. Establish consistent performance metrics in collaboration with executive leadership and department managers.

Monitor key indicators, including:

Provider productivity and completed appointments. Appointment capacity, utilization, cancellations, and no-shows. Staffing levels, overtime, and labor productivity. Departmental revenue, expenses, and financial performance. Patient access, scheduling availability, and referral management. Patient satisfaction and operational quality measures. Identify performance variances, trends, and areas requiring management attention. Prepare consolidated organizational dashboards and executive summaries. Collaborate with department managers to review results, identify improvement opportunities, and monitor corrective action plans. Ensure accuracy, consistency, and timely distribution of monthly scorecards.

Financial and Productivity Analysis Assist with evaluating departmental financial performance, operating expenses, and resource utilization. Analyze provider schedules, appointment capacity, patient volumes, and productivity trends. Evaluate staffing levels, overtime, and labor productivity relative to operational needs. Support financial modeling, business planning, and feasibility assessments for new or expanded services. Collaborate with finance and revenue cycle teams to identify opportunities to improve financial performance.

Process Improvement and Operational Support Evaluate existing workflows and recommend improvements to increase efficiency and consistency. Assist department managers in identifying and resolving operational challenges. Support the implementation of standardized processes, policies, and procedures. Participate in initiatives involving patient access, scheduling, staffing, and departmental performance. Monitor the effectiveness of operational improvements and report outcomes to leadership.

Data Management and Analysis Extract, validate, and analyze information from electronic health records, practice management systems, and other organizational platforms. Develop recurring reports and dashboards for executive leadership and department managers. Ensure operational data is accurate, consistent, and delivered timely. Translate complex data into clear findings and practical recommendations. Identify data integrity issues and coordinate resolution with appropriate departments.

Project and Strategic Initiative Support Assist leadership with planning, implementing, and monitoring operational projects. Track project milestones, deliverables, and performance outcomes. Conduct research and benchmarking to support operational decisions. Prepare executive summaries, presentations, and recommendations for leadership review. Support organizational growth initiatives, service expansion, and operational restructuring.

Minimum Qualifications Education Bachelor's degree in Healthcare Administration, Business Administration, Finance, Analytics, or related field required. Master's degree preferred.

Experience Minimum of three years of experience in healthcare operations, business analytics, financial analysis, or a related field. Experience in a multi-specialty physician practice, medical group, or large healthcare organization preferred. Experience developing operational dashboards, performance scorecards, and management reports preferred. Familiarity with electronic health records and practice management systems required; NextGen experience preferred.

Required Knowledge, Skills, and Abilities Strong analytical, critical thinking, and problem-solving skills. Advanced proficiency in Microsoft Excel, including pivot tables, formulas, and data analysis. Experience with Power BI, Tableau, or similar reporting tools preferred. Understanding of physician practice operations, patient scheduling, staffing models, and productivity measures. Ability to interpret financial and operational data and develop practical recommendations. Strong organizational skills with the ability to manage multiple priorities. Effective written and verbal communication skills. Ability to collaborate with clinical, administrative, and executive leadership. Strong attention to detail, accuracy, and confidentiality. Working knowledge of HIPAA and healthcare data privacy requirements.

Key Performance Expectations Accuracy and timely completion of monthly departmental scorecards. Development and maintenance of standardized operational dashboards. Identification of measurable opportunities for operational improvement. Effectiveness in supporting departmental productivity and efficiency initiatives. Completion of assigned analytical projects and reporting requests. Ability to provide actionable recommendations that support leadership decisions. Monitoring and reporting progress toward departmental performance goals.

Scope of Responsibility The Operations Analyst serves as an analytical and operational support resource and does not have direct supervisory responsibility unless specifically assigned. The position works closely with department managers and clinical leadership but does not replace their responsibility for daily operations, employee supervision, or clinical decision-making.

Working Conditions Primarily an office-based position requiring regular interaction with operational and clinical departments. Travel between Physicians East locations may be required.