CareStack Systems and Operations Manager

CareStack Systems and Operations Manager
Location: New York City (Hybrid 3-5 days/week in office)
Reports to: CEO
Department: Operations

Overview

United Dental Corporation (UDC) is a data-driven DSO scaling rapidly toward $100M+ in revenue. We operate entirely on CareStack, which is our clinical, operational, and financial backbone. 

This role exists to operationalize CareStack at scale. You’ll take a loosely configured platform and turn it into a disciplined, standardized operating system that drives compliance, billing accuracy, and real-time visibility across all practices.

You will report directly to the CEO, who will aggressively push for mass standardization, automation, and efficiency across the organization. Every configuration, permission, and workflow will roll up to one expectation: systematize everything, eliminate variation, and make CareStack perform like infrastructure.

If you’re wired to fix broken systems, automate what others tolerate, and convert messy operations into clean data, this is the right seat.

Key Responsibilities

1. System Setup and Control (First 90 Days)

• Audit all current CareStack configurations: templates, note workflows, permissions, code mappings, billing processes.
• Enable and standardize auto-draft creation for doctor clinical notes and link templates to CDT codes.
• Build system-level checks to enforce “no claim without a finalized note.”
• Partner with RCM and data/ETL teams to validate clean reporting from CareStack.
• Document workflows and create SOPs for long-term governance.

2. Operational Governance (Ongoing)

• Serve as CareStack system owner accountable for configuration, compliance, and data integrity.
• Maintain user permissions, templates, CDT updates, and automation rules.
• Audit clinical documentation and workflow adherence across practices.
• Lead onboarding/training for new providers and teams within standardized workflows.
• Continuously optimize automation to reduce manual work and increase reliability.

Required 

• 4+ years of experience with CareStack or equivalent PMS (Dentrix Ascend, Cloud9, OpenDental Cloud).
• Proven success configuring workflows, automation, and permissions in a multi-location DSO.
• Deep understanding of dental operations, RCM, and clinical compliance.
• Excel and reporting fluency
• Strong communication and documentation skills , clarity, precision, and accountability.
• Process-driven and intolerant of inefficiency.

Success Metrics

• 100% of doctor procedures auto-generate compliant draft notes.
• Zero claims released without corresponding documentation.
• All practices operate under a single, standardized CareStack configuration.
• Clean, reconciled data flows automatically into reporting and analytics.

Compensation

Base Salary: $90,000–$120,000 depending on experience.

Bonus: Based on system stability, compliance (notes/claims), and data accuracy.

Compensation range reflects capability, this role is for a systems thinker who can design, implement, and harden an operating platform, not a trainer or checkbox implementer.

Mindset Fit

You build systems that replace people’s manual work. You document what you build so no one ever rebuilds it. You hate doing the same thing twice. You like showing results before anyone asks.

• 401(k) and up to a 4% match
• Medical, Dental, Vision, Unlimited Vacation plan, 7 paid holidays.
• Employee Assistance Program - that connects team members and their families with complimentary, confidential, short-term counseling and advisory services
• Voluntary benefits like pet insurance, Life Lock and entertainment discounts
• Continuing education opportunities