Operations Coordinator

$33,280 - $61,381/Yr

Nuvance Health - Poughkeepsie, NY

Full-time

Poughkeepsie, NY

Nursing and Residential Care Facilities

About the position

The Operations Coordinator plays a crucial role in ensuring the effectiveness and efficiency of departmental operations within Nuvance Health. This position operates with a high degree of autonomy, focusing on organizing and coordinating office administration and procedures to support the transition of patients into the community. The coordinator is responsible for maintaining intra-office communication protocols, streamlining administrative procedures, and managing inventory control, all while providing support to both staff and leadership. The role is essential in fostering a safe and efficient environment for patients and staff alike. In this position, the Operations Coordinator will support daily departmental operations by developing and implementing office policies and standards. This includes acting as the point person for various administrative tasks such as maintenance, mailing, shipping, supplies, equipment, bills, and errands. The coordinator will also organize and schedule meetings and appointments, ensuring that all planning and execution of equipment procurement is handled effectively. Additionally, the coordinator will prepare Case Management reports and assist in creating presentations for monthly Utilization Review Committee meetings, thereby contributing to the overall operational success of the department. The Operations Coordinator will also play a vital role in identifying gaps in services and assisting staff in addressing these issues. This includes requesting medical records for appeals and ensuring timely sorting and dissemination of medical information requests from insurers. The coordinator will be responsible for accurately recording daily staff attendance and submitting it for review, as well as responding to inquiries and facilitating communication with the System Business Office regarding appeals and clinical reviews. Furthermore, the coordinator will manage patient discharge processes, track department expenditures, and provide IT security paperwork for community partners. Overall, this position requires a proactive individual who can support case managers and maintain the REACH values of Respect, Excellence, Accountability, Compassion, and Honor.

Responsibilities

• Supports the daily operations of the department including developing and implementing office policies and standards.
• Acts as the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Organizes and schedules meetings and appointments and carries out the planning and execution of equipment procurement.
• Runs and prepares Case Management reports and assists with creating presentations for monthly Utilization Review Committee meetings.
• Assists staff in identifying gaps in services or other problems in procuring.
• Requests medical records for appeals, following processes established by the Health Information Management Department.
• Assists in timely sorting and disseminating requests for medical information from insurers and other sources to the case managers, denials specialists and/or physician advisors.
• Reviews and accurately records daily staff attendance, routine time off, and unscheduled time off via excel in the payroll system and submits it for final review by department leader.
• Responds to inquiries and facilitates communications with the System Business Office related to appeals, denials, and clinical reviews.
• Alerts staff of pending patient discharge as soon as arrangements are made, verifies authorization was obtained, and arranges for appropriate transportation for patient discharge.
• Handles patient/customer complaints and elevates as appropriate.
• Tracks and monitors department expenditures and reconciles expenses and vouchers charged to operational and patient relief budget.
• Processes and monitors case manager's submission of DME vendor paperwork and check request, ensuring appropriate payment.
• Provides IT security paperwork for high volume community partners who request access to review records of referred patients.
• Manages patient functional status needs for transportation and obtains insurer data using the EMR system.
• Supports functions of case managers through communication, retrieval of information from medical records and other designated tasks.
• Maintains and models REACH Values (Respect, Excellence, Accountability, Compassion, Honor).
• Demonstrates regular, reliable and predictable attendance.
• Performs other duties as required.

Requirements

• Associate Degree or equivalent experience.
• Minimum of one to three (1-3) years health care related experience in a fast-paced office environment.
• Knowledge of common medical terminology and insurance plan concepts.
• Excellent written and verbal communication skills.
• Time management skills with the ability to multi-task.
• Attention to detail and problem solving skills.
• Proficient in MS Office (Word, Excel, Power-point).
• Must be able to work independently, problem solve, manage stress, and prioritize work.
• Ability to form positive, collaborative relationships with hospital staff, providers, patients and families.

Nice-to-haves

• Payroll/Time and Attendance experience.
• Experience with Cerner or related EMR system.