Practice Site Coordinator

OHI - Neptune, NJ

Full-time

Neptune, NJ

About the position

Reporting directly to the Regional Practice Director, the Practice Site Coordinator (PSC) is responsible for supervising the daily operations for the assigned site, ensuring the practice runs smoothly and efficiently while following OHI policies and regulations. This hands-on position requires the full understanding and active participation in fulfilling the mission of OHI and including all non-clinical functions to enhance the patient's experience.

Responsibilities

• Supervises the day-to-day functions of the multi-specialty practice, including support and coordination of patient care services and all staff.
• Completes daily site and departmental walk throughs ensuring a safe and clean environment that aligns with infection control, escalates findings to appropriate manager(s) as necessary.
• Ensures pre-EOC and Monthly rounds are performed at site with team participation. Follows through on all EOC findings and ensures they are resolved timely. Discusses open or delayed items during CQI meetings.
• Set daily priorities and organize workflows to achieve OHI goals.
• Create daily assignments to ensure staff is aware of their individual role and responsibilities for the day and assign down-time tasks.
• Supports PAR staff with achieving established goals, metrics, monitors performance and virtual productivity.
• Completes and performs scorecard reviews, collaborating with RPD for any employee needing corrective action or a performance improvement plan.
• Facilitates patient complaints by responding in a calm, empathic and professional manner; when applicable disseminates to appropriate department manager(s) and reports all findings to CQI committee.
• Reviews and addresses all incoming patient complaints within 72 business hours. Escalates when needed to RPD or corresponding manager.
• Promotes and participates in the PDSA process.
• Reports any building and/or maintenance needs for respective sites to the Facilities Department.
• Monitors and reports any patient care concerns to the CMO and/or the DON.
• Understands and adheres to all OHI purchasing policies and procedures and ensures inventory levels are maintained.
• Reports any security and/or safety concerns at the health center to the VP of Operations.
• Works with RPD to resolve departmental and organizational challenges expeditiously, economically, professionally and with minimum disruption to the practice.
• Maintains an in-depth working knowledge of all technological operation systems including the EMR to ensure operational effectiveness.
• Utilizes the 'scorecard' data to evaluate and develop training with the goal of improving staff performance.
• Create an environment that promotes staff engagement and retention. Consistently acknowledges and appreciates each team member's contributions.
• Track and enforce daily huddles with each department to plan daily workflow and identify potential issues. Ensures huddles are documented and electronically filed.
• Communicate organizational and practice updates to the site staff.
• Ensures all staff are following the OHI Employee Handbook and established guidelines.
• In conjunction with the RPD and departmental supervisors participates in the development of the introductory and annual performance appraisals for all staff at each site.
• Provides comprehensive monthly report to RPD for Board of Directors presentation, including, current site metrics, productivity, achievements and challenges.
• Review and approve timecards for all staff at the respective site.
• Collaborates with the RPD & DON to ensure sufficient staffing; manages PTO, call outs, tardy staff, and staff who leave.
• Reviews Athena schedules and collaborates with Administrative Assistant to the Chief Medical Officer to address any scheduling matters; opening/closing schedules, freezing/unfreezing slots and appointment concerns.
• Review daily productivity and collaborate with the CEC Director to ensure daily productivity goals are met.
• Prepare bank deposits, completes bank transfer log, sends reconciliation package to the Finance Department, reports any discrepancies to RPD immediately.
• Ensures cashbox are being utilized properly according to protocol and performs cash box audits on a regular and consistent basis.
• In collaboration with marketing, improve and promote OHI services.
• Collaborates with Lab-Corp supervisor to achieve optimal care for laboratory services.
• Has efficient knowledge of the Monday.com platform, utilizes the software to meet project goals and deadlines.
• Facilitates daily and weekly reports for the PARs and clinical support staff and ensure their timely completion.
• Responsible for achieving key performance indicator goals and collaborating with RPD and other departmental leads to increase site performance.
• Monitors the effective site utilization of Phreesia, runs data reports to ensure patient satisfaction, organizational success, system updates and utilization errors.
• Assist in execution of new software products when applicable.
• Assist with telehealth operations.
• Leads staff by professional example.
• Addresses need for learning and development initiatives for all staff with RPD.
• Ensures accessibility to all staff.
• Participates in all safety programs and committee meetings.
• Attends all mandatory in-services and meetings required by administration.
• Adheres to Corporate Compliance policies.
• Maintains a monthly passing scorecard threshold at 80%.
• Other duties as assigned.

Requirements

• Associates Degree in related field is required.
• Two to three years' experience working in healthcare setting is required.
• Two to three years' experience with EMR in a healthcare setting is preferred.

Benefits

• Paid Time Off (PTO)
• Holidays (9)
• Health Insurance
• Dental Benefits
• 401(k) + match
• Group Term Life Insurance
• Flexible Spending Account