FBH Healthcare Operations Coordinator II

$63,606 - $70,762/Yr

Catholic Community Services of Western Washington - Bremerton, WA

Full-time - Mid Level

Bremerton, WA

501-1,000 employees

Social Assistance

About the position

The Healthcare Operations Coordinator II plays a crucial role in providing operational and administrative support to the Family Behavioral Health (FBH) site in Bremerton, WA. This position is designed to assist the Site Director, Managers, Clinical Supervisors, and all direct service operations staff in ensuring the smooth functioning of the FBH sites. The coordinator is responsible for a variety of tasks including general office management, administrative assistance, quality data entry, and addressing financial and information technology needs. The role requires a commitment to excellent customer service and staff support, as well as the ability to respond compassionately to staff with diverse needs while managing complex schedules and completing administrative support duties in a timely manner. The Healthcare Operations Coordinator is expected to demonstrate creativity, problem-solving skills, and strong organizational abilities. Daily responsibilities include overseeing the completion of essential duties by the operations team, prioritizing work assignments based on site priorities, and collaborating with the clinical team to advance the values and goals of the Family Behavioral Health System. The coordinator will also be involved in maintaining the security of protected health information, ensuring compliance with HIPAA regulations, and preparing for various audits and reviews. In addition to operational leadership, the coordinator will supervise operations staff responsible for data entry into electronic health records, coordinate hiring and personnel needs, and ensure that all staff are trained and compliant with necessary regulations. The role also involves quality assurance, data organization, and maintaining a positive culture among operations and support staff. The coordinator will be the main point of contact for building maintenance, staff travel arrangements, and communication technology, ensuring that all administrative functions run smoothly and efficiently.

Responsibilities

• Provide operational and administrative support to the Site Director, Managers, and Clinical Supervisors.
• Assist with general office management and administrative tasks for the Family Behavioral Health site.
• Ensure compliance with HIPAA and maintain confidentiality of protected health information.
• Prepare for federal and state audits and reviews, supporting site staff in chart reviews and facility preparation.
• Supervise operations staff responsible for data entry into electronic health records.
• Coordinate site hiring and personnel needs, including screening applicants and scheduling interviews.
• Manage new staff training plans and orientations, ensuring all necessary resources are available.
• Track and ensure compliance with required trainings, licenses, and credentials for all staff.
• Assist in quality improvement and medical records operations support, preparing for audits and site reviews.
• Coordinate daily functions of Behavioral Health Service referrals and support clinical staff in tracking referral processes.

Requirements

• Bachelor's degree in Social Services or a related field.
• Two or more years of experience in a progressively responsible operations position.
• Knowledge of applicable laws, contracts, administrative codes, and regulations.
• Familiarity with quality improvement theory, principles, and practices.
• Excellent interpersonal and organizational skills with the ability to communicate respectfully with families and professionals.
• Proficiency in Microsoft Word, Excel, and Access.
• Strong written and oral communication skills.
• Reliable transportation, valid driver's license, and acceptable driving record.
• First Aid/CPR certified or ability to become certified within one month of employment.
• Ability to work independently and as part of a team.
• Demonstrated cultural competence and ability to work effectively in multi-cultural situations.

Nice-to-haves

• Master's degree in Social Work, psychology, behavioral sciences, or equivalent.
• Experience working in a private non-profit system.
• Proficiency with Electronic Health Records.

Benefits

• 12 paid holidays plus 1 personal holiday each year.
• 3 weeks' vacation per year.
• 12 sick days per year.
• Medical, Dental, and Vision Insurance.
• Life Insurance (1 times annual salary).
• Retirement Plans: 403-B Employee Savings Plan and an Employer Contribution Pension.