The Operations Coordinator works with regional operations team to support clinic staffing, onboarding, and training needs for operations staff across multiple locations. This role helps with interviewing candidates, organizing and updating regional orientation materials, coordinating staff schedules for onboarding, and tracking required training and certifications. This role plays a key part in helping ensure staff are well-prepared, properly trained, and supported in their roles.
Essential Duties and Responsibilities:
- Performs job in accordance with Company Mission, vision and goals.
- Assists with screening and interviewing of candidates.
- Coordinates with the HR Department in scheduling interviews and providing feedback on candidates.
- Maintains an overview of staffing and clinic coverage needs.
- Coordinates with operational leadership to identify and resolve staffing gaps.
- Partners with operational leadership and the HR Department to develop orientation schedules for new hires.
- Ensures all onboarding materials and manuals are prepared, ready and organized for new hires.
- Assists in delivering general orientation content related to clinic processes and systems.
- Monitors required certifications such as BLS, ACLS, and annual continuing education.
- Sends reminders to staff and leads about upcoming renewals and deadlines.
- Ensures certification documents are provided to the HR Department for retention.
- Works closely with clinic leads, regional operations directors, and HR team to align training and onboarding processes with organizational goals.
- Assists with ensuring the completion of applicable documentation related to training and onboarding.
- Anticipates and identifies operational processes issues, monitors and measures the risk factors. Communicates risk factors to leadership and stakeholders. Manages projects to ensure the implementation of continuous quality control of process and deliverables.
- Fills in for front-line staff and management (i.e.: Office Managers, Site Managers, Medical Assistants, Front Desk, etc.), as needed.
- Creates, reviews and manages daily/weekly/monthly reporting.
- Ensures all reports are accurately submitted/distributed in a timely manner.
- Effectively handles patient complaints in a timely and appropriate manner.
- Checks and responds to work e-mail on a regular basis throughout the workday.
- Participates in and completes all required trainings and in-services.
- Performs other duties as assigned.
Minimum Qualifications:
- High School Diploma or GED WITH five (5) years medical office experience; OR an equivalent combination of education and experience.
- Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
- Must have excellent written and oral communication skills, including exceptional customer service.
- Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
- Must be able to work individually as well as within a team.
- Must be able to follow both verbal and written instructions.
- Must be able to work a flexible schedule.
- Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
- Must be able to multi-task and prioritize.
- Must demonstrate extreme attention to detail.
- Must possess strong organization skills.
- Must be able to problem solve and use reasoning.
- Must be able to meet predefined quality standards.
- Must maintain and project a professional attitude and appearance at all time.
- Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
- All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.
Preferred Qualifications:
- Bachelor’s Degree from an accredited college or university.
- Must have prior experience working with the administrative side of an EMR.
Driving/Travel:
The employee must have reliable transportation. Travel for this position may be required up to 80%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.
