Executive Medical Staff Manager

We are seeking a Executive Medical Staff Manager to join our team! 

**This position requires travel to ARS facilities & sometimes extended stays.**

Advanced Recovery Systems is an integrated behavioral healthcare management company dedicated to the treatment of addiction, substance abuse, and mental health issues.  We put behavioral health front and center, providing assistance to people with substance abuse issues, addictions and mental health concerns.

With facilities in various regions of the U.S., we have been furthering this mission since our inception, applying our advanced approach to patient care.

Every facility in the Advanced Recovery Systems network strives to provide the highest quality of care, using evidence-based therapeutic models that really work. Our goal is to help men, women and adolescents live healthy, happy lives without the burden of substance abuse or mental illness.

The Executive Medical Staff Manager serves as the senior administrative leader for Advanced Recovery Systems’ physician services function. This role provides direct oversight and support for all Physician Services Coordinators (PSCs) and medical department staff across the company’s facilities, ensuring consistency, compliance, and operational excellence. This includes managing daily medical operations, supporting providers with technology and documentation, monitoring training compliance, and coordinating with corporate departments.

As an expert in all PSC functions, the Executive Medical Staff Manager is responsible for training, supervising, and operational support while stepping in as needed to maintain seamless medical department operations. The Executive Medical Staff Manager also plays a leadership role in governance and compliance, supporting the Chief Medical Officer with committee development, peer review, provider credentialing, and integration of EMR/AI systems into clinical practice. This Manager also partners closely with Human Resources to align hiring, supervision, training, and performance management with company policies and best practices, fostering a collaborative and compliant work environment:

SPECIFIC AREAS OF RESPONSIBILITY TO POSITION

1. Ensures success of the facility by completing the following:
2. Directly supervise all Physician Services Coordinators (PSCs) and medical department staff across ARS facilities.
3.  Work with our recruiting team to track all open medical positions in the company status of each open position, as well as new positions coming on-line.
4. Partner with HR in the recruitment, interviewing, and hiring process for PSCs and other medical department staff. Also works with HR re: pending training modules needed.
5. Work with HR in the following: Oversee onboarding, training, and ongoing professional development of PSCs, mid-level providers, and physicians.
6. Responsible for consistent supervision, coaching, and accountability for the PSCs in line with company expectations.
7. Collaborate with HR to manage performance issues, including corrective action and disciplinary processes, ensuring adherence to company policies and best practices.
8. Serve as escalation point for PSCs and conduit between medical staff and the CMO.
9.  Assist and coordinate with the Credentialing department to ensure license renewals are obtained, and Collaborative practice agreements and protocols are signed and on file.
10.  Assist with obtaining paperwork for obtaining Vivitrol, Sublocade and other medications that may need a prior authorization.
11. Mastery of PSC Functions
12. Will require travel to ARS facilities and sometimes extended stays.

1. Assign daily patient rounding schedules for providers.
2. Track bed movements (admissions, discharges, transfers).
3. Serve as first-line support for provider IT, EMR, and AI-related issues.
4.  Monitor provider training status and assisting with completion of all required trainings.
5.  Coordinate annual renewal of collaborative practice agreements and protocols.
6. Maintain and managing pharmaceutical representative/sample logs and coordinating vendor visits.
7. Assist with medication prior authorizations and follow-up.
8. Ensure all provider documentation in Avatar EMR is signed and finalized (no drafts/unsigned notes).

Prepare compliance and audit reports for review with site medical directors and corporate leadership.

BENEFITS: Benefits begin on the 1st day of the month following date of hire.

• Pay: Competitive salary.
• Paid Time Off: Up to 2 weeks of paid time off per year plus sick pay & holiday pay
• Retirement: 401K + match
• Insurance: Health, Vision, Dental, Life & Teladoc access and visits
• Matching HSA -up to $1500 a year contribution from the company to your HSA.

CORE COMPETENCIES:

Proficiency in reviewing performance data to measure productivity and goal achievement and to determine areas needing cost reduction and program improvement.
Ability to ensure follow through with compliance activities as it relates to accreditation standards and licensing regulations.
Demonstrate the ability to function as a team player by working with Corporate leadership to determine staffing requirements, and interview candidates.
Demonstrate effective time management

EDUCATION:

Bachelor’s degree in healthcare administration, nursing, or related field or equivalent healthcare operations experience required.
Master’s degree in healthcare administration or related field preferred.

Technology & Clinical Support
1. Serve as subject matter expert in Avatar EMR and Heather AI documentation system.
2. Provide onboarding, training, and troubleshooting for physicians, mid-levels, and PSCs on EMR/AI workflows.
3. Collaborate with corporate IT/AI teams to identify and resolve issues impacting providers.

EXPERIENCE

5+ years in healthcare operations, medical staff coordination, or physician services management required.
Demonstrated expertise with EMR systems (Avatar preferred).
Strong technical ability with EMR’s, AI systems, and healthcare IT troubleshooting.
Proven experience supervising staff and working collaboratively with HR in hiring, training, and performance management.
Excellent organizational, project management, and communication skills.
Preferred:
Prior experience in behavioral health or substance use disorder treatment settings.
Experience with MedTrainer, Power BI, and AI-driven clinical documentation tools.
Supervisory experience with multi-site operations

Compliance & Credentialing
1. Track physician and mid-level training requirements through MedTrainer (pending, due, overdue).
2. Monitor and ensure timely completion of competency assessments (within 30 days of hire and annually).
3. Partner with Credentialing and Utilization Review departments to align provider compliance and regulatory requirements.

Compliance Orientation: Strong knowledge of training, credentialing, and documentation requirements.

Analytical Skills: Ability to interpret metrics and generate performance reports.

Collaboration & Communication: Skilled in building relationships across all levels of the organization.

Committee & Governance Support
1. Assist the CMO in establishing and maintaining a Medical Executive Committee; serve as Committee Secretary (agendas, minutes, follow-up).
2. Support the implementation of a Peer Review Committee, including:
o Identifying review cases in coordination with IT/programming teams.
o Preparing and distributing case materials and evaluation forms.
o Collecting feedback and presenting results at medical staff meetings.
3. Track and report medical staff quality and compliance metrics using Power BI dashboards.
4. Working with legal dept to ensure that we are fully following necessary steps to maintain strict peer review confidentiality in the process.

Communication & Integration
1. Act as liaison between medical staff, PSCs, facility leadership, HR, and corporate departments.
2. Ensure timely communication and follow-up on compliance, quality, and technology issues.
3. Attend medical staff meetings, leadership meetings, and serve as administrative lead for documentation and follow-up.
Other duties as assigned.

We offer great benefits including 401(k), paid time off plan, medical, dental, vision, and much more.

Advanced Recovery Systems, a national integrated behavior healthcare management company dedicated to the treatment of addiction, substance abuse, eating disorders and mental health issues.  We invite you to learn more about us at our website! 

The Company complies with state and federal nondiscrimination laws and policies that prohibit discrimination based on age, color, disability, national origin, race, religion, or sex. It is unlawful to retaliate against individuals or groups based on the basis of their participation in a complaint of discrimination or on the basis of their opposition to discriminatory practices/EEO

We are proud to be a drug-free workplace.