Gut Feelings Psychosomatic Medicine

Compensation

Full Description

About Us Gut Feelings Psychosomatic Medicine is a specialty mental health practice focused on the gut–brain connection and the ways stress and trauma can present as both emotional and physical symptoms. We deliver evidence-based psychiatric care and interventional services, including psychiatric evaluations, medication management, mind–body strategies, Transcranial Magnetic Stimulation (TMS), MeRT, Stellate Ganglion Block Sympathetic Reset, and Spravato (esketamine) for eligible patients. Our model is patient-centered and highly collaborative, partnering with patients and medical teams to provide comprehensive assessment, responsive communication, and holistic care. Role Summary We’re hiring an Associate Chief of Staff to serve as a force multiplier for the CEO/Medical Director—turning priorities into execution, installing operational rigor, and building scalable systems across the practice. This is a high-trust, high-autonomy role blending: • Executive leverage (priorities, decision support, communications, time protection) • Practice operations (people/process/tools, clinic cadence, cross-team execution) • Systems + workflow optimization (automation, documentation, handoffs, KPIs) • Special projects (launches, new services, vendor rollouts, process redesign) You’ll bring calm structure to a fast-moving clinical environment—so the clinical team can focus on patient care while the business runs predictably, compliantly, and efficiently. Key Responsibilities1) Executive Leverage for the Medical Director • Own the day-to-day “initiative gap” between strategy and execution: translate priorities into plans, owners, timelines, and follow-through. • Build and maintain an operating cadence (weekly priorities, leadership check-ins, action logs, decision tracking). • Prepare briefs, internal updates, vendor/stakeholder communications, and meeting agendas; capture decisions and ensure completion. 2) Practice Operations & Cross-Functional Execution • Coordinate across clinical staff, front desk/operations, billing/insurance support, and external partners to keep work moving. • Improve reliability of operational handoffs (intake → scheduling → authorizations → treatment → follow-up). • Identify bottlenecks, build standard work, and reduce friction for staff and patients. 3) Process Design, SOPs, and Quality of Execution • Build and maintain SOPs/playbooks for core workflows (patient journey, scheduling standards, documentation habits, escalation paths). • Implement lightweight project management that the team will actually use (clear owners, definitions of done, and simple dashboards). • Establish continuous improvement rhythms (retros, root-cause analysis, “fix the system not the person” culture). 4) Systems, Data, and Automation • Own (or partner on) the operational tech stack: documentation system, project management, scheduling workflows, patient communications, and reporting. • Improve data hygiene and visibility so leadership can answer: what’s working, what’s stuck, where are we losing time/money/patients? • Design and implement automations to reduce manual work and error rates across systems. 5) Compliance, Confidentiality, and Operational Risk • Handle sensitive information with discretion and professional judgment. • Support clean operational practices for a healthcare setting (access controls, minimal necessary information, and clear internal handling norms). 6) Special Projects Examples may include: • New service line operationalization (launch plans, staffing models, patient comms, workflow readiness) • Vendor evaluation and implementation • Referral network development workflows • Performance reporting cadence and KPI definition What Success Looks Like (Outcomes) In 30 days • Clear operating cadence and “single source of truth” for priorities and action items. • Quick operational wins that reduce founder load and eliminate recurring friction. In 60–90 days • Documented, reliable workflows for the patient journey with measurable improvements (speed, clarity, fewer drops). • A usable KPI dashboard and regular reporting rhythm. • Noticeably reduced operational chaos: fewer urgent fire drills, clearer ownership, faster cycle times. Required Qualifications • 5+ years in roles such as Chief of Staff / Associate CoS, BizOps, program management, operations, or senior practice ops in a high-standards environment. • Proven ability to drive multiple workstreams to completion with minimal direction. • Strong written communication (can produce executive-ready docs, concise updates, and process documentation). • High discretion; comfortable handling sensitive information. • Strong systems thinking + practical execution (you build repeatable process, not heroic one-offs). • Comfort working with modern tools (Google Workspace, Slack, project management platforms, documentation systems). Preferred Qualifications • Experience in healthcare, mental health, or other regulated/clinical settings. • Experience building operational systems in a small but scaling organization (2–50 people). • Vendor management experience (selection, contracting support, implementation, adoption). • Strong analytical skills (defining KPIs, building dashboards, and turning data into operational decisions). Automation / integrations (big plus): • Hands-on exposure to n8n and/or iPaaS tooling (e.g., Workato, Zapier, Make, Tray.io, MuleSoft—doesn’t have to be all of them). • Experience designing automations/integrations across tools (e.g., intake → scheduling → communications → reporting), including basic API literacy and data flow mapping. Competencies That Matter in This Role • Operational judgment: knows what needs process vs. what needs speed. • Ownership: sees problems early and closes loops. • Clinical-environment sensitivity: calm, respectful, privacy-minded, and service-oriented. • Systems builder: creates tools and workflows that “stick.” • Low-ego collaboration: can lead through influence across clinical and non-clinical stakeholders. Compensation & Benefits Competitive and commensurate with experience and scope (full-time vs. fractional). Benefits and bonus structure available depending on engagement type.