Director of Medical Operations

🔥 12 hours ago

🇺🇸 United States – Remote

💵 $100k - $130k / year

⏰ Full Time

🔴 Lead

⚙️ Operations

👻 Ghost score 4%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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TopDog Law

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2019

💼 Consulting

📣 Marketing

⚖️ Legal

Consulting • Marketing • Legal

TopDog Law is a national marketing network and personal injury law firm brand that connects injured individuals with local counsel across the United States. The organization (including Helm Law Group, LLC) focuses on accident and injury cases — car and truck accidents, medical malpractice, birth injuries, nursing home abuse, sexual abuse, slip-and-fall, workers' compensation, and wrongful death — offering free case reviews and contingency-fee representation. TopDog Law operates a network of partner firms licensed in different states, maintains multiple offices nationwide, and emphasizes client communication, advertising-driven outreach, and connecting clients to local licensed attorneys.

📋 Description

• Own end-to-end performance of the Medical Records function, including backlog, throughput, average days open, and closure rate • Maintain a reconciled scorecard against firm KPIs • Directly manage the Medical Records Manager and specialist team • Build and run capacity plans and staffing models as case volume grows • Move the team to a centralized, queue-based model organized around providers or facilities • Publish and maintain SLAs, SOPs, and performance standards • Diagnose and correct structural drivers of backlog • Oversee medical record collection across Case Management, Intake, and the Provider Group • Track and report coverage and speed across the full collection pipeline • Monitor treatment adherence, appointment attendance, provider set-up compliance, and time-to-treatment • Drive interventions to close medical execution gaps • Ensure symptoms and complaints are matched to appropriate provider specialties • Own Treatment Tracker and Filevine data completeness and compliance • Ensure records, imaging, and billing tie cleanly to case files • Partner with Analytics and Product/Filevine on medical case-execution dashboards • Own the strategic roadmap for records-retrieval and case-management systems and integrations • Evaluate vendors and technology, leading selection, implementation, and change management • Own systems training strategy and maintain training content and competency checks • Manage vendor relationships and partner with Compliance on HIPAA and state privacy requirements • Improve records-to-case linkage and data integrity • Own escalation paths for state managing attorneys and case teams • Represent Medical Records in capacity planning, scorecard, and leadership reporting

🎯 Requirements

• Bachelor's degree in Health Information Management, Healthcare Administration, or a related field preferred; equivalent professional experience will be considered • 5+ years of experience in medical records, health information management, healthcare administration, or personal injury/legal-services records operations • 3+ years in a people-management or leadership role • Working knowledge of HIPAA and state-specific medical records and privacy regulations across a multi-state footprint • Experience building or scaling a centralized, high-volume back-office operation, including capacity planning, staffing models, and SLA/SOP design • Comfortable working in case-management and records-retrieval systems and translating raw operational data into a reliable, auditable scorecard • Experience owning or heavily influencing a systems roadmap, evaluating vendors/tools, scoping integrations, and leading implementation or change management for operational systems • Experience monitoring case- or client-level treatment/adherence metrics and turning them into operational interventions • Experience building or overseeing systems training programs • Strong cross-functional stakeholder management • Excellent written and verbal communication skills, with the ability to present operational data and recommendations to executive leadership • Preferred: experience in personal injury, legal services, or insurance claims environments • Preferred: RHIT, RHIA, or other Health Information Management certification • Preferred: experience managing a distributed, remote, or offshore team • Preferred: prior experience partnering directly with compliance and legal teams on regulatory matters • Preferred: familiarity with Filevine, Arctrieval, or similar legal case-management / records-retrieval platforms and integrations

🏖️ Benefits

• Eligible for performance-based bonus • Medical, dental, and vision insurance • 401(k) with company match • HSA • Life insurance • Disability coverage • Paid time off • Parental leave • Fully remote work