ABOUT VVS MD
VVS MD is a Southern California-based specialty practice led by Dr. Virginia Von Schaefer — a world-renowned precision oncologist with over forty years of experience as a chief trauma, vascular, and general surgeon. Dr. Von Schaefer offers a uniquely holistic, synergistic, systems-level approach to treating cancer at the cellular level, integrating advanced diagnostics, precision therapeutics, and personalized protocols that treat the whole patient — not just the disease.
As we expand our footprint and formalize operations, we are seeking an exceptional Director of Operations to serve as the operational backbone of our growing practice — a driven, organized, and clinically fluent professional who can build systems, lead people, and hold the standard of excellence that our patients and mission demand.
THE ROLE
The Director of Operations is the senior management presence in the office, responsible for the day-to-day operational health of VVS MD's San Clemente clinic. This role reports to the Managing Director and Dr. Von Schaefer, and serves as the connective tissue between clinical excellence and operational execution. You will manage people, processes, vendor relationships, patient billing, and the administrative infrastructure that supports world-class cancer care.
This is not a maintenance role. We are building — and this person will build with us.
CORE RESPONSIBILITIES
Clinical Operations & Scheduling
- Oversee the day-to-day operational flow of the clinic, ensuring seamless coordination between clinical staff, patients, and administrative functions.
- Own the master scheduling infrastructure — patient appointments, provider availability, treatment room allocation, and staff coverage.
- Identify and resolve operational bottlenecks; implement systems and standard operating procedures that support clinical efficiency and patient safety.
- Partner with Dr. Von Schaefer and clinical staff to anticipate operational needs as treatment protocols evolve.
Team Hiring & Management
- Lead hiring, onboarding, training, and performance management for administrative and support staff.
- Build and maintain a high-performance team culture aligned with VVS MD's mission, values, and patient-first philosophy.
- Conduct regular staff check-ins and performance reviews; address issues with directness and professionalism.
- Develop role clarity, accountability structures, and internal workflows that enable the team to operate with autonomy and consistency.
Patient Billing & Revenue Cycle
- Own the patient billing function from end to end — including charge capture, invoicing, collections follow-up, and patient account resolution.
- Maintain working familiarity with insurance verification, prior authorization processes, and out-of-pocket payment structures relevant to specialty oncology.
- Ensure billing compliance with applicable healthcare regulations and payer requirements.
- Generate and present billing performance reports to the Managing Director on a regular cadence.
Vendor & Supplier Relations
- Manage existing vendor relationships for clinical supplies, medical equipment, lab services, supplements, and office operations.
- Solicit bids, negotiate contracts, and evaluate new vendor partnerships as needed.
- Maintain vendor contact records, contract terms, and renewal timelines; escalate significant decisions to the Managing Director.
- Coordinate with the Managing Director and Dr. Von Schaefer on procurement of specialty therapeutics and diagnostic testing platforms.
Patient Experience & Retention
- Champion an exceptional patient experience from first contact through ongoing care — ensuring every touchpoint reflects the standard of care VVS MD provides.
- Develop and maintain patient communication protocols (scheduling confirmations, follow-up outreach, treatment reminders).
- Identify and address gaps in the patient journey with a proactive, solution-oriented mindset.
- Support patient retention initiatives in collaboration with the Managing Director.
HOW WE WORK TOGETHER
VVS MD is a founder-led practice, and that means shared investment across the leadership team. The Managing Director and Dr. Von Schaefer are active, hands-on partners — not absentee stakeholders. Marketing, brand strategy, and financial operations (including payroll and vendor payments) are areas where founding leadership remains closely involved, and the Director of Operations is a trusted collaborator and informed voice in those conversations — not a bystander. You will be in the room, you will have context, and your perspective will matter. What we are looking for is someone who can lead their own scope with full ownership while operating as a genuine partner to the people building this practice alongside them.
WHAT WE'RE LOOKING FOR
Required Qualifications
- 5+ years of progressive operational or practice management experience, with at least 2 years in a senior or director-level role.
- Demonstrated experience managing teams in a healthcare, clinical, or medically adjacent environment.
- Solid working knowledge of medical billing, revenue cycle management, and healthcare compliance fundamentals.
- Proven ability to build and manage vendor relationships, negotiate contracts, and drive operational efficiency.
- Strong people management skills — including hiring, coaching, accountability, and conflict resolution.
- Exceptional organizational ability, attention to detail, and the capacity to manage multiple priorities without losing quality.
- Working knowledge of healthcare compliance requirements relevant to a California outpatient clinical setting — including HIPAA workforce obligations, OSHA standards, and California-specific employment and medical records law.
- Professional poise and discretion appropriate for a clinical oncology environment.
Strongly Preferred
- Background in specialty medicine, oncology, integrative health, or a complex outpatient clinical setting.
- Experience standing up or scaling operational systems from an early or transitional stage.
- Familiarity with EMR platforms, scheduling systems, and practice management software.
- Working knowledge of supplement dispensing platforms (e.g., Fullscript, Thorne), diagnostic vendor management, or laboratory logistics.
Who Thrives Here
- You are a builder. You don't wait for systems to exist — you create them.
- You lead with calm authority and take full ownership of your scope.
- You hold the details without losing sight of the mission.
- You communicate clearly, directly, and with professionalism — even when conversations are difficult.
- You have deep respect for the gravity of working in a cancer care environment and bring that weight to everything you do.
COMPENSATION & BENEFITS
- Base salary: $120,000 – $150,000, commensurate with experience
- Performance-based compensation structure (details discussed in offer stage)
- Benefits package including health coverage
- Opportunity to grow with a distinctive and rapidly expanding specialty practice
Pay: $120,000.00 - $150,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
