Practice Operations Coordinator

Nantucket Cottage Hospital - Nantucket, MA

Full-time

Nantucket, MA

Hospitals

About the position

The Practice Operations Coordinator is a vital extension of leadership within the clinic, tasked with ensuring the efficient and effective day-to-day operations. This role encompasses a variety of administrative functions, including managing patient flow, optimizing operational procedures, and providing support to clinical staff to enhance the quality of patient care. The coordinator plays a crucial role in improving operational efficiencies and enhancing the overall patient experience. As an on-site support resource, the Practice Operations Coordinator collaborates with multiple disciplines and manages various assignments to meet the operational needs of the practice. In this position, the coordinator oversees daily clinic operations, ensuring compliance with established policies and procedures. They monitor and improve clinic workflows to boost efficiency and patient satisfaction. Collaboration with leadership and staff is essential for resolving patient customer service and scheduling issues. The coordinator is responsible for maintaining the confidentiality of staff and patient information in accordance with relevant policies and regulations. Additionally, they work closely with leadership on process improvement initiatives aimed at enhancing patient satisfaction and retention. The Practice Operations Coordinator is also responsible for the creation and accuracy of Epic scheduling templates, ensuring that provider schedules are correct and efficient. They manage daily scheduling updates, handle patient inquiries, and oversee payroll responsibilities, including onboarding new Patient Service Coordinators. As the clinic's “super user” for Epic Cadence scheduling, the coordinator serves as a resource for scheduling, referral, and insurance issues, staying current on changes impacting healthcare insurers. They assist with calendar management and various projects to support practice goals, compliance, and patient satisfaction. Furthermore, the coordinator manages clinic inventory and implements cost-saving measures without compromising the quality of care. They facilitate positive working relationships among all departments and perform other duties or special projects as assigned.

Responsibilities

• Oversees daily clinic operations, ensuring compliance with policies and procedures.
• Monitors and improves clinic workflows to enhance efficiency and patient satisfaction.
• Collaborates with leadership and staff to resolve patient customer service and scheduling issues.
• Maintains confidentiality of staff and patient information in accordance with policies and regulations.
• Collaborates on process improvement initiatives to enhance patient satisfaction and retention.
• Responsible for the creation and accuracy of Epic scheduling templates and management of no-shows.
• Identifies deficiencies in templates and provider schedules and resolves them.
• Completes re-scheduling of patients for last minute changes.
• Manages daily scheduling updates and staffing coverage.
• Reviews time off requests for providers and updates Epic schedules accordingly.
• Manages payroll responsibilities, onboarding of Patient Service Coordinators, and patient inquiries.
• Functions as the clinic 'super user' for Epic Cadence scheduling.
• Acts as a resource for scheduling, referral, and insurance issues.
• Assists with calendar management and projects to support practice goals.
• Drafts and reconciles expense reimbursement requests for designated staff.
• Serves as the primary timekeeper for 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.
• Facilitates the development of positive working relationships among all departments.
• Performs other duties or special projects as assigned.

Requirements

• 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.