Healthcare Operations Consultant for Expanding Pain Management Practice
We are a growing multi-location pain management practice based in Southern California, currently expanding to additional states. The practice serves patients across four intake modalities: personal injury (PI) on a lien basis, workers' compensation, standard insurance (PPO/HMO), and cash pay. Each modality has its own workflow, documentation requirements, communication obligations, and billing process — and all four must be tracked and managed in parallel.
The practice is led by multiple pain management providers and supported by a practice manager who oversees day-to-day operations. A team of virtual assistants (VAs) handles patient coordination, scheduling, and external communications across all locations. We are at an inflection point in our growth and are investing in building a world-class operational infrastructure. This consulting engagement is the foundation of that investment.
We are seeking an experienced Healthcare Operations & Systems Consultant on an ongoing hourly basis. This engagement has no fixed end date — we want someone we can rely on not just for the initial assessment and build, but as a long-term resource when questions arise, the practice evolves, new locations come online, or the system needs to be updated.
This is not a generic IT role. We need someone who understands how a multi-modality medical practice actually operates, what needs to be tracked at each stage of each pathway; and how to build systems that a team of virtual assistants can use consistently without constant supervision.
We would like you to build a fully customized, end-to-end patient tracking system designed specifically for this practice — covering all four patient intake modalities from first contact through treatment completion, with real-time KPI visibility for leadership and individual accountability tracking for every VA.
The right candidate understands medical practice operations from the inside, not just from a software perspective. You have built tracking systems that real staff actually use — not polished demos that get abandoned after a week. Most importantly, you know how to assess a practice's needs before reaching for a solution.
Required
Experience working with U.S. medical practices in an operations, systems, or consulting capacity
Proven experience implementing a patient workflow or practice tracking system from scratch — not just configuring a pre-built template
Proficiency in at least one workflow or practice management platform: Monday.com, Airtable, Kareo, Jane App, ClickUp, or equivalent
Experience designing VA or remote team accountability systems
Ability to translate complex workflows into simple SOPs that non-technical staff follow reliably
Strong written English — your reports and documentation will be read directly by the physician owner
Self-directed — able to assess, recommend, and build without being managed through every step.
You Are NOT a Fit If:
You have only configured pre-built system templates rather than designing custom workflows for a specific practice's needs.
You cannot show us real examples of tracking systems or dashboards built for actual medical practice clients.
You need detailed direction to begin an assessment — we expect you to lead this process, not be walked through it.
Please provide us with your Background Summary and Work Samples. Show us 1–3 real examples of patient tracking systems, operational dashboards, or workflow systems you have built for medical practice clients. If you have experience with multi-modality or specialty practices, lead with those examples. Be specific — name the practices you have worked with, the platforms you have built in, and the modalities you know well. Include your hourly rate.
With your application please write a brief response to the following scenario:
A growing pain management practice sees patients across four intake types: personal injury (lien-based), workers' compensation, standard insurance (PPO/HMO), and cash pay. The practice has multiple locations and a team of virtual assistants managing patient coordination, scheduling, and external communications. Currently:
There is no unified tracking system — each patient type is managed inconsistently
Procedures are being missed because there is no formal scheduling accountability
Authorizations and approvals are not being tracked end-to-end across payer types
External communications with law firms, adjusters, and insurers are falling through the cracks
The physician has inadequate visibility into what is happening across locations or which VA is responsible for what
The practice is expanding and the system needs to scale with it
Tell us: (1) How would you approach the assessment of this practice? (2) What platform would you likely recommend and why? (3) What would the physician's weekly report look like? (4) How would you ensure the VA team uses the system correctly after you are no longer actively involved?
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The practice is led by multiple pain management providers and supported by a practice manager who oversees day-to-day operations. A team of virtual assistants (VAs) handles patient coordination, scheduling, and external communications across all locations. We are at an inflection point in our growth and are investing in building a world-class operational infrastructure. This consulting engagement is the foundation of that investment.
We are seeking an experienced Healthcare Operations & Systems Consultant on an ongoing hourly basis. This engagement has no fixed end date — we want someone we can rely on not just for the initial assessment and build, but as a long-term resource when questions arise, the practice evolves, new locations come online, or the system needs to be updated.
This is not a generic IT role. We need someone who understands how a multi-modality medical practice actually operates, what needs to be tracked at each stage of each pathway; and how to build systems that a team of virtual assistants can use consistently without constant supervision.
We would like you to build a fully customized, end-to-end patient tracking system designed specifically for this practice — covering all four patient intake modalities from first contact through treatment completion, with real-time KPI visibility for leadership and individual accountability tracking for every VA.
The right candidate understands medical practice operations from the inside, not just from a software perspective. You have built tracking systems that real staff actually use — not polished demos that get abandoned after a week. Most importantly, you know how to assess a practice's needs before reaching for a solution.
Required
Experience working with U.S. medical practices in an operations, systems, or consulting capacity
Proven experience implementing a patient workflow or practice tracking system from scratch — not just configuring a pre-built template
Proficiency in at least one workflow or practice management platform: Monday.com, Airtable, Kareo, Jane App, ClickUp, or equivalent
Experience designing VA or remote team accountability systems
Ability to translate complex workflows into simple SOPs that non-technical staff follow reliably
Strong written English — your reports and documentation will be read directly by the physician owner
Self-directed — able to assess, recommend, and build without being managed through every step.
You Are NOT a Fit If:
You have only configured pre-built system templates rather than designing custom workflows for a specific practice's needs.
You cannot show us real examples of tracking systems or dashboards built for actual medical practice clients.
You need detailed direction to begin an assessment — we expect you to lead this process, not be walked through it.
Please provide us with your Background Summary and Work Samples. Show us 1–3 real examples of patient tracking systems, operational dashboards, or workflow systems you have built for medical practice clients. If you have experience with multi-modality or specialty practices, lead with those examples. Be specific — name the practices you have worked with, the platforms you have built in, and the modalities you know well. Include your hourly rate.
With your application please write a brief response to the following scenario:
A growing pain management practice sees patients across four intake types: personal injury (lien-based), workers' compensation, standard insurance (PPO/HMO), and cash pay. The practice has multiple locations and a team of virtual assistants managing patient coordination, scheduling, and external communications. Currently:
There is no unified tracking system — each patient type is managed inconsistently
Procedures are being missed because there is no formal scheduling accountability
Authorizations and approvals are not being tracked end-to-end across payer types
External communications with law firms, adjusters, and insurers are falling through the cracks
The physician has inadequate visibility into what is happening across locations or which VA is responsible for what
The practice is expanding and the system needs to scale with it
Tell us: (1) How would you approach the assessment of this practice? (2) What platform would you likely recommend and why? (3) What would the physician's weekly report look like? (4) How would you ensure the VA team uses the system correctly after you are no longer actively involved?
Apply tot his job
Apply To this Job