Perinatal Operations Coordinator

Description:

Position Summary:

Reporting to the Family Medicine Practice Supervisor, the Perinatal Operations Coordinator is responsible for coordinating Pregnancy and Parenting group care, managing prenatal, postpartum, newborn, and gynecology appointment scheduling workflows and provider templates, and overseeing efforts to improve appointment access, attendance, and continuity of care for perinatal and gynecology patients. This role involves close collaboration with the Women’s Health Lead Nurse, the Perinatal Care Coordinator, and the Clinical Program Director of Reproductive Health & Gynecology, covering operational coordination and clinical scheduling workflows. The Perinatal Operations Coordinator will also support key reproductive and gynecological health initiatives aimed at improving patient access and experience at the health center.

Primary Responsibilities:

Perinatal Group Coordination

Management of perinatal group care:

• Coordinate with operational and clinical teams to ensure appropriate resources and staffing levels for group visits 
• Promote group visits across the health center and to patients 
• Coordinate across departments to support interdisciplinary groups (e.g., Behavioral Health, Nutrition, Dental, and external partners)
• Collect patient feedback and compile qualitative patient experience data

Recruitment for groups:

• Work with the clinical team to identify and refer appropriate patients for Pregnancy and Parenting group visits
• Assist with setting group schedules and coordinating with guest presenters
• Outreach to qualified patients via phone, MyChart, email, or mail
• Schedule group visit appointments

Preparation for group visits:

• Conduct reminder outreach to maintain high attendance rates
• Reserve, set up, and break down the group room
• Prepare snacks and arrange reimbursement in accordance with health center policy
• Collaborate with the Medical Assistant to set up the room, print labels, assemble pre-visit questionnaires, and prepare educational materials and handouts

During group visits:

• Participate in pre-group huddles, group visits, and team debriefs
• Provide logistical and operational support to providers
• Conduct follow-up outreach as requested by providers

After group visits:

• Follow up with patients as needed
• Collect and maintain group data, including attendance and satisfaction metrics

Perinatal and Gynecology Scheduling and Template Management

• Oversee prenatal, postpartum, newborn, and gynecology scheduling workflows
• Schedule prenatal, postpartum, gynecology, and newborn visits as needed
• Oversee prenatal, postpartum, and gynecology schedule templates
• Implement and communicate workflow and template changes to relevant staff

Perinatal and Gynecology Appointment Oversight

• Make appointment reminder calls
• Track no-shows and conduct outreach to ensure continuity of care
• Scrub schedules for incomplete pre-registration
• Provide insurance enrollment assistance for pregnant and newborn patients
• Manage gynecology referral work queues and waitlists
• Manage scheduling-related work queues and resolve appointment errors
• Monitor attendance and no-show trends and escalate issues as appropriate
• Review insurance denials and open encounters, and communicate findings to relevant teams

Perinatal Health Initiative Support

• Support implementation of doula referrals, remote prenatal blood pressure monitoring, prenatal quality metrics, and other perinatal initiatives
• Assist with audits, patient outreach, and performance tracking for quality metrics
• Assist with data collection and reporting for initiatives
• Provide project management support for reproductive health programs and grants, including meeting scheduling and set-up, agenda preparation, meeting minutes, correspondence with collaborators or guest speakers, completion of purchase orders for supplies, and completion of required grant reports and deliverables

General Responsibilities:

Attend meetings as required.

Work collaboratively with the Medical, Nursing, and Operations teams.

Other duties and/or other departments/locations as applies.

Requirements:

Qualifications & Skills:

High School diploma/GED required. Bachelor’s degree or commensurate experience preferred. The Perinatal Operations Coordinator must be able to work independently and have experience working with diverse populations. Must possess sensitivity to the needs of the patient population. Bicultural/bilingual skills appreciated for appropriate target populations (Spanish and/or Haitian Creole preferred). Must have excellent organizational, communication, and interpersonal skills and proficiency in electronic health records (EHR) systems. The Perinatal Operations Coordinator must be able to work collaboratively with health center staff and external community organizations.

Physical Requirements: 

· Must be able to stand or sit for prolonged periods (at least 50% of the time)

· Ability to lift up to 25 pounds and load onto shelves

· Visual acuity sufficient for frequent reading and computer use