Healthcare Operations Coordinator

2 weeks ago

Oswego, New York, United States Oswego Health Full time
Job Title: Healthcare Operations Coordinator

Department: Oswego Health Medical Practice

Reports to: Executive Director

Status: Full Time, Non-Exempt

Job Overview:

The Healthcare Operations Coordinator is responsible for enhancing standardization and fostering ongoing process enhancements within the Medical Practice's operations. This position entails promoting operational efficiencies, standardizing procedures, implementing improvements, documenting standard operating protocols, and evaluating processes against established standards. The Coordinator collaborates closely with clinic leadership to ensure seamless operations and serves as a resource for continuous improvement initiatives.

Primary Responsibilities:

Enhance standardization and operational efficiency across the Medical Practice
  • Oversee and manage operational workflows to ensure effectiveness within the clinics.
  • Identify areas for operational enhancement, assist clinics in executing these strategies, and resolve operational challenges with practice managers.
  • Revise standard operating protocols and related policies as necessary.
  • Continuously refine and standardize workflows within the Medical Practice, including:
    • Patient scheduling processes and standards
    • Provider templates and visit classifications
    • Financial clearance and preregistration protocols
    • Clinical workflow and pathway development across clinics
    • Front office and patient check-in procedures
    • In-basket message management
  • Monitor and report on key performance indicators related to standardization and improvement initiatives.
  • Share analytical reports and metrics with Medical Practice leaders to drive focused efforts in targeted areas.
  • Collect and analyze data necessary for reporting and tracking performance metrics.
  • Collaborate with other business units such as finance and revenue cycle for monitoring and reporting of metrics.
Train and evaluate clinic personnel on operational workflows.
  • Maintain standard operating protocols and best-practice workflows for core functions within the Medical Practice.
  • Evaluate workflows against standards and communicate findings to leadership and clinic staff.
  • Onboard new personnel in workflows and provide retraining to address knowledge gaps or implement new processes.
Support patient access objectives and strategies of the organization.
  • Collaborate with the patient access team to align standard operating protocols and workflows with access strategies and objectives.
  • Assist in the referral management process through workflow assessment and documentation of associated policies and procedures.
  • Modify workflows to accommodate new locations or services introduced to the organization.
  • Perform additional duties as assigned.
Required Skills/Abilities:
  • Ability to train staff across various workflows.
  • Experience in auditing staff workflows to documented standards.
  • Strong presentation and communication skills.
  • Experience in creating and standardizing workflows within clinical environments.
  • Ability to manage multiple tasks and priorities simultaneously.
  • Proficient in time management and resource allocation.
  • Detail-oriented and capable of maintaining accurate records.
  • Ability to leverage findings from audits to enhance standard workflows.
  • Proficient in processes and workflows related to front-end revenue cycle.
  • Ability to create workflows that comply with regulatory requirements.
  • Proficient in risk management and quality assurance methodologies.
  • Expert organizational skills with a keen attention to detail.
  • Ability to adapt swiftly to changing circumstances and environments.
  • Willingness to undertake various roles and responsibilities as required.
  • Ability to efficiently locate and utilize available resources.
  • Proactively seek new resources and tools to enhance workflows.
  • Ability to identify and address gaps and opportunities within existing practice workflows.
  • Strong problem-solving skills to resolve issues promptly and effectively.
  • Innovative thinking to devise creative solutions to challenges.
  • Strong commitment to a patient-centered approach.
  • Dedicated to the development of staff.
Education and Experience:
  • Associates Degree required, Bachelor Degree preferred. 3-5 years' relevant experience in a medical practice setting.
  • Understanding of healthcare regulations and compliance.
  • Familiarity with clinical practices and procedures.
  • Knowledge of medical terminology and healthcare systems.
  • Knowledge of patient care standards and best practices.
  • Understanding revenue cycle workflows across multiple specialties and practices.
  • Familiarity with patient workflows in ambulatory settings.
  • Comprehensive knowledge of insurance processes, including prior authorizations.
  • Advanced knowledge of billing, coding, and revenue cycle processes.
  • Familiarity with Electronic Health Records (EHR) systems.
  • Understanding of telehealth and other healthcare technologies.
  • Proficient in office software (e.g., MS Office, practice management software).
Working Conditions:
  • Extended periods of sitting, utilizing standard office equipment including, but not limited to: computers, phones, scanners, fax machines, printers, etc.
  • Occasionally requires assembling, using, and maintaining all departmental equipment.
  • Occasionally requires prolonged periods of standing and walking with the ability to lift, push, or pull up to 15 lbs. using proper body mechanics.
  • Attendance ensures that job requirements are met.
  • Actively participates in Quality Assurance programs and Continuous Quality Improvement initiatives, in-service programs, cross-training; completes department-specific requirements/competencies; attends all mandatory classes as required; participates in meetings and committees as assigned.
  • Complies with Department of Health requirements for annual health assessments and required immunizations.

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