Operations Coordinator

Groups-Recover Together - Newport News, VA

Full-time - Entry Level

Newport News, VA

Ambulatory Health Care Services

About the position

The Operations Coordinator at Groups Recover Together, Inc. plays a crucial role in ensuring the smooth day-to-day operations of the office and providing support to clinical and medical teams. This position involves organizing group schedules, maintaining member records, managing appointment schedules, and assisting members with various concerns related to their care. The Operations Coordinator will also engage with members in group settings and coordinate communication between members and staff.

Responsibilities

• Maintain a professional and organized office appearance
• Welcome all visitors and members entering the office
• Deliver outstanding customer service to members, visitors, and community stakeholders through in-person interactions, phone calls, or video conferencing
• Support members of the care team with engaging members in services
• Troubleshoot member issues related to their treatment, including scheduling and pharmacy concerns
• Manage office phone calls, respond to member texts and voicemails, and address emails promptly
• Assist counselors in managing member flow during in-person or virtual group meetings
• Conduct engagement outreach to members
• Support members with care coordination needs, connecting them with local community resources
• Collaborate with medical providers to coordinate schedules and address member needs
• Update and maintain accurate member demographics and appointment information within the EMR
• Electronically request, send, file member forms and handle in-person form processing when required
• Coordinate the processing of prior authorizations
• Act as a liaison between members and local pharmacies to ensure seamless access to medication
• Complete Health & Safety tasks, including emergency drill simulations and maintaining logs
• Run and assist in monitoring the PDMP for state compliance and adherence to group policies and procedures
• Maintain a caseload of 150-200 members
• Proactively engage in community outreach activities
• Distribute brochures, flyers, and written materials to community stakeholders

Requirements

• High school diploma required
• 2 years of relevant experience preferred
• Healthcare, retail, administration, or hospitality experience preferred
• Ability to work evenings
• Experience working with Electronic Medical Record (EMR) systems
• Access to reliable internet and telephone services, specifically 50M download and 10M upload package or higher
• Strong written and verbal communication skills
• Ability to manage and prioritize tasks efficiently and optimize productivity
• Strong attention to detail and ability to manage confidential and highly sensitive information
• Ability to problem solve independently and as part of a team
• Exceptional customer service skills
• Familiarity with Google Docs, Sheets, Drive, Email

Nice-to-haves

• Experience in healthcare settings
• Experience in customer service roles

Benefits

• Full-time position
• Competitive salary range
• Opportunities for professional development