Operations Manager, Medical Records

Operations Manager, Medical Records

Full-Time | Tempe, AZ

About Basata

At Basata, we're rethinking the way healthcare practices get work done. Our AI-powered tools help automate the repetitive, time-consuming tasks that bog teams down, so staff can spend less time on admin and more time with patients.

We're a small, fast-moving team that loves building smart systems and simple, intuitive experiences. If you're someone who gets excited about early-stage energy, designing better ways to work, and fixing what's broken in healthcare, we'd love to connect.

About the Role

Our AI does the first pass on medical records and documents for multiple medical practices: it reads, sorts, and files them. You'll run the team of Medical Assistants who supervise that work, checking the AI's output, handling the exceptions it can't, and making sure every record is right. Your job is to make this team run like a top-performing medical records department: the right training, clear procedures, measurable KPIs, and tight turnaround times.

When a new practice joins us, you'll learn how they handle records today, set up their process on our side, and train the team so they deliver from day one. This role is a great fit if you've led an HIM department, managed a large practice, or run operations at a health system, and want to bring that experience to a growing healthcare company.

What You'll Do

• Lead and grow a team of Medical Assistants who review and approve AI-processed documents and medical records for multiple medical practices

• Build training programs and step-by-step procedures (SOPs) that teach the team when to trust the AI, when to correct it, and how to handle exceptions

• Set KPIs and service levels (SLAs) for accuracy and turnaround time across the team and the AI, track them daily, and fix problems fast

• Spot patterns in AI errors and work with our product team to make the AI more accurate over time

• Onboard new practices: learn how they handle records today, set up their process with us, and train the team before go-live

• Be the main operations contact for each practice: answer questions, resolve escalations, and report on performance

• Plan staffing, scheduling, and workload so the team keeps up as we add new practices

• Keep all work compliant with HIPAA and medical records regulations

What We're Looking For

• 5+ years leading healthcare operations as an HIM or medical records director/manager, practice manager, or operations manager at a large practice or health system

• Experience managing teams of Medical Assistants, medical records staff, or front office staff

• Strong knowledge of medical records work: document intake, indexing, chart management, and release of information

• A track record of building training programs, SOPs, and KPIs that improved quality and turnaround time

• Experience onboarding new clinics, locations, or clients, or leading process changes across multiple sites

• Hands-on experience with at least one EMR (Epic, athenahealth, ModMed, NextGen, eClinicalWorks, or similar)

• Working knowledge of HIPAA and state and federal medical records requirements

• Clear communicator who is comfortable with front-line staff and practice leadership alike

• Comfortable learning new software and excited to manage a team that works alongside AI

Nice to Have

• Certification such as RHIA, RHIT, or CMPE

• Experience in specialty practices such as cardiology, urology, or orthopedics

• Lean, Six Sigma, or other process improvement training

• Experience using AI or automation tools in a healthcare workflow

Why Join Basata?

• Drive real impact. Your work helps clinics run more smoothly and gets patients care faster, with fewer headaches.

• Shape something meaningful. You'll play a real role in both the systems and the experience, not just execute someone else's design.

• High ownership. We trust you to lead, build, and bring ideas to life.

• Work with purpose. We're solving real problems in healthcare with tools people rely on every day.

Our Core Values

• We earn trust every day We build trust through honesty, consistency, and respect in every interaction. We do what we say we will do and act with integrity toward our team, customers, and patients.

• We find a way We stay curious, resourceful, and persistent when the path forward is not obvious. We look beyond the first answer and keep working until we find a solution that serves the mission.

• We take action today We recognize that our mission requires us to act now, not wait for perfect conditions. We move quickly with clear purpose, focusing our energy on the actions that create meaningful progress.

• We own the finish line We take responsibility for outcomes, not only our individual tasks. We communicate openly, follow through on commitments, and stay engaged until work is truly complete.

• We do bold things We are willing to question assumptions, take thoughtful risks, and pursue bold ideas that have meaningful impact. We bring courage and conviction to the work while remaining open to learning.