Clinical Operations Coordinator

The Clinical Operations Coordinator collaborates with the Facility Manager, clinical personnel, and physicians to oversee facility functions and patient procedures, ensuring the delivery of high-quality patient care daily in alignment with organizational policies, protocols, and training.

Responsibilities include managing staffing, training, equipment, physician and patient relations, cost efficiency, supply oversight, medical records, patient billing, OSHA compliance, and adherence to all company, state, and federal regulations.

• Support and promote organizational quality standards by fulfilling regulatory obligations and implementing Continuous Quality Improvement (CQI) practices, utilizing organizational CQI tools.
• Ensure exceptional quality of patient care as defined by organizational quality objectives, collaborating with the Vice President of Quality and other management to uphold ASC policies and procedures.
• Proactively address and manage adverse events and action thresholds.
• Participate in data collection and auditing processes, maintaining the integrity of medical records and other administrative and operational documentation.
• Supervise and guide facility staff in delivering safe and effective vascular access procedures, adhering to standards outlined in facility policy manuals and regulations set by the organization and relevant agencies.
• Delegate tasks to all direct patient care personnel, including Staff RNs, Radiology Technologists, and Front Desk Coordinators.
• Manage staffing levels through daily oversight of staff schedules, including breaks.
• Assess daily patient requirements and appropriately allocate patient care assignments.
• Regularly monitor patient care staff for compliance with techniques and facility policies, providing assistance as needed.
• Recommend and initiate disciplinary actions in collaboration with the Facility Manager.
• Assist the Facility Manager with staff performance evaluations.
• Engage in the selection, orientation, and training of staff as required.
• Conduct in-service training regarding equipment, supplies, and clinical practices for all personnel.
• Coordinate all aspects of patient care from admission through discharge with relevant staff members.
• Educate patients and their families on pre and post-procedure care related to vascular access.
• Ensure timely scheduling of patient procedures and efficient utilization of facility capacity.
• As needed, assist with patient workflow, including direct patient care and monitoring during pre, intra, and post-procedure phases.
• Oversee accurate and complete documentation of patient treatments from admission to discharge.
• Verify that written orders, consents, and lab work are completed and documented in accordance with facility policies, including proper preparation of lab requisitions and communication of lab results to the appropriate physician.
• Assume primary responsibility in emergency situations, maintaining competency in emergency operational procedures, and initiating CPR and emergency measures as necessary.
• Administer medications and IV conscious sedation to patients as directed by physician orders, in compliance with company, federal, state, and local regulations.
• Participate in Governing Body and CQI meetings with physicians, assisting with meeting agendas and gathering data/materials for reporting on assigned topics.
• Ensure the proper operation of facility equipment and technology, including patient monitors, defibrillators, medical recording devices, and computers.
• Maintain a clean, safe, and sanitary environment throughout the vascular access facility through regular inspections of equipment and operational systems, reporting any malfunctions or maintenance needs.
• Address all blood spills immediately in accordance with the organization’s Bloodborne Pathogen Control Policies.
• Engage in cost control initiatives, ensuring efficient use of medications, laboratory services, inventory, supplies, and equipment to meet established supply cost goals.
• Assist in the development and revision of applicable policies and procedures for the facility to ensure ongoing process improvement.
• Initiate, document, and complete ongoing Continuous Quality Improvement (CQI) activities, including monthly reports and attendance at required meetings.
• Manage medications, including ordering, receiving, inventory control, and monitoring for expired medications, ensuring appropriate recording of controlled substances as mandated by law.
• Oversee the maintenance of usage logs for all medications with proper documentation and records of drug disposal.
• Communicate with pharmacists to ensure medication accuracy, including appropriate recording of controlled substances as required by law.
• Ensure medical records are accurate, complete, and compliant with organizational policies and procedures prior to patient discharge, conducting regular chart audits.
• Participate in all facility regulatory and accreditation surveys and develop action plans to address identified deficiencies.
• Verify that records for all implanted devices are completed accurately, timely, and maintained according to records management guidelines.
• Act as the Facility Manager in the absence of the manager or as directed by organizational management.
• Assume appointed Governing Body positions, taking on primary roles or overseeing staff in designated positions.
• Comply with HIPAA policies and standards regarding patient information and medical records.
• Maintain CLIA license with Facility Administrator.
• Perform other duties as assigned, within the scope of practice and state regulations.

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Day-to-day work includes desk and personal computer work and interaction with patients, facility staff, and physicians. The position requires travel between assigned facilities and various locations within the community. Travel to regional, Business Unit, and Corporate meetings may be required.
• The work environment is characteristic of a health care facility with air temperature control and moderate noise levels. May be exposed to infectious and contagious diseases/materials.

• Facility direct patient care staff (Staff RNs, LPNs, Radiology Technologist, Surgical, Front Desk Coordinator)

• Graduate of an accredited School of Nursing (R.N.)
• Current appropriate state licensure and ACLS certification.
• ASC certification preferred

• Minimum of three years' experience preferred in an Ambulatory Surgical Center/Vascular Access Lab, or a combination of ASC, surgical, Interventional Radiology, and ICU/CCU experience.
• Minimum of three years of Interventional Radiology, scrub experience preferred.
• Supervisory or management experience within a medical or vascular access environment is preferred.
• Proficiency with the Microsoft Office suite is necessary. Experience with medical database software.
• Demonstrated management skills necessary to provide leadership and supervision of facility personnel and to ensure the delivery of maximum quality care to all patients.
• Good communication skills - verbal and written.
• Certified in BLS & ACLS successfully completed course certifications.