Operations Manager Company: XRHealth Location: Needham, MA area preferred (on-site/hybrid, office hours 9:00 AM–5:00 PM EST) Employment Type: Full-Time Reports To: GM/Director of US Services About XRHealth XRHealth is a …
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Full-time
Posted 30d ago
Apply by Oct 5
~40 hrs/week
Remote in United States
Responsibilities
The Operations Manager will own and optimize the day-to-day operational tech stack, focusing on integrations between CRM, EHR, and billing systems. They will lead the systems merger following a recent acquisition and develop standard operating procedures to ensure scalable workflows.
Requirements
Requires 3+ years of experience in operations or systems administration with hands-on expertise in HubSpot and software integrations. Preferred candidates have experience in healthcare or telehealth and familiarity with EHR and financial tools like NetSuite.
Full job description
Operations Manager
Company: XRHealth Location: Needham, MA area preferred (on-site/hybrid, office hours 9:00 AM–5:00 PM EST) Employment Type: Full-Time Reports To: GM/Director of US Services
About XRHealth
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.
Role Summary
We're 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. You'll be the go-to person for how our tools talk to each other and how our operational processes run smoothly.
First 90 Days
This role will immediately step into a high-impact project: planning and executing the systems merger following a recent acquisition. You'll 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.
Key Responsibilities
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
Qualifications
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
Logistics
Full-time, 9:00 AM–5:00 PM EST
Location: Needham, MA area strongly preferred. Remote is acceptable.
XRHealth is a leading provider of immersive healthcare solutions, leveraging the power of XR (extended reality, encompassing both virtual and augmented reality) to revolutionize patient care and rehabilitation. Founded to enhance the effectiveness of medical treatments and improve patient outcomes, XRHealth develops cutting-edge XR platforms that offer innovative therapeutic experiences. These platforms are designed for various medical applications, including physical therapy, cognitive rehabilitation, pain management, and mental health support.
In addition to developing state-of-the-art technology, XRHealth operates its clinics, providing direct access to its immersive therapies. Furthermore, the company sells its products to healthcare organizations worldwide, enabling hospitals, clinics, and rehabilitation centers to integrate XR into their treatment protocols. The recent merger with Amelia Virtual Care has expanded XRHealth's capabilities, adding more mental health expertise and applications to its platform. This merger enhances their offerings in mental health support, providing even more comprehensive care for patients.
By integrating advanced technology with clinical expertise, XRHealth delivers personalized and engaging treatments that empower patients and healthcare professionals. Committed to transforming the future of healthcare, XRHealth stands at the forefront of the digital health revolution.
Connect with us to receive a demo!🥽
Offices: 200 Highland Ave, Needham Heights, Massachusetts 02494, US · Schocken 32, Floor 2 (@ 2b angels), Tel Aviv, Gush Dan 6655613, IL · Melbourne, AU · Barcelona, ES
Based on 5572 listings with disclosed salaries, most technology jobs in Massachusetts pay between $94k–$218k per year. Individual offers vary with seniority, company size, and specialization.
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