Practice Operations Coordinator

Job Summary:

The Practice Operations Coordinator is an extension of leadership that provides support in staffing and coverage while ensuring the efficient and effective day-to-day operations of the clinic. This role involves coordinating administrative functions, managing patient flow, optimizing operational procedures, and supporting clinical staff to provide high-quality patient care. The Practice Operations Coordinator plays a key role in enhancing the patient experience and improving operational efficiencies. As an extension of leadership, this position provides an on-site support resource for staff and providers for the administrative support needs of the department.

This role must be able to work independently, collaborate with multiple disciplines, and manage several types of assignments within the practice.

Essential Job Duties and Responsibilities

• Oversees daily clinic operations, ensuring compliance with policies and procedures.

• Monitors and improve clinic workflows to enhance efficiency and patient satisfaction.

• Collaborates with leadership and staff to provide support and assistance for the resolution of patient customer service and scheduling issues.

• Maintains confidentiality of staff and patient information in accordance with NCH and RHC policy and applicable statutes and regulations.

• Collaborates with leadership on process improvement initiatives, including implementing strategies to improve patient satisfaction and retention.

• Responsible for creation and accuracy of assigned NCMG Epic scheduling templates, and continual review to ensure correct and efficient provider schedules, including management of no-shows.

• Identifies deficiencies in templates and provider schedules and resolves.

• Completes the re-scheduling of patients when there are last minute changes.

• Manages daily scheduling updates.

• Extension of leadership to provide day to day support in staffing and coverage of schedules.

• Reviews time off requests for providers and updates Epic schedules accordingly.

• Manages various functions including payroll responsibilities, onboarding of Patient Service Coordinators, patient inquiries, and Epic task handling.

• Functions as the clinic "super user" for Epic Cadence scheduling.

• Functions as the clinic resource for scheduling, referral, and insurance issues. Remains current on the changing issues impacting the health care insurers.

• Assists with calendar management and projects to support practice goals, compliance, and patient satisfaction related topics.

• Drafts and reconciles expense reimbursement requests for designated staff.

• Serves as the primary timekeeper for the NCMG PSC, nursing, and medical staff and assists with payroll functions.

• Manages clinic inventory, including medical supplies and equipment.

• Implements cost-saving measures without compromising quality of care.

• Coordinates housing requests in collaboration with the Housing Manager.

• Project coordination as needed.

• Facilitates the development of positive working relationships among all departments.

• Performs other duties or special projects as assigned.

Qualifications

Essential Knowledge, Skills, and Experience Required for the Position

Knowledge, Skills, and Experience Required

• Comprehensive understanding of medical terminology.

• Prior knowledge and use of Epic preferred.

• Knowledge of healthcare regulations and compliance standards.

• Knowledge of clerical procedures and systems such as recordkeeping and filing.

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Ability to act with integrity, professionalism, and confidentiality.

• Ability to work independently and with a team.

• Strong analytical and problem-solving skills.

• Proficient with Microsoft Office Suite.

• Bachelor's degree preferred, minimum of high school diploma or equivalent required.

• 3-5 years prior administrative or related experience required.

Special Requirements

• Must be available to work in the case of a Hospital declared emergency.

EEO Statement

Nantucket Cottage Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.