Practice Site Coordinator

Position Summary

Reporting directly to the Senior Director of Practice Management, 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 all 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.
• Facilitates ongoing quality initiatives, actively participates in committees, and contributes to continuous improvement efforts aligned with organizational goals to achieve higher standards.
• Promotes and participates in the PDSA process.
• Reports any building and/or maintenance needs for respective sites to the Facilities Department.
• Monitors, addresses and reports, when necessary, 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.
• In collaboration with the RPD, develop and execute training programs for staff ensuring organizational goals and compliance standards. This includes creating training material and evaluating the effectiveness of the training to improve performance and overall productivity.
• The PSC will work with the RPD to address the initial site onboarding process, taking part in handling staff introductions and creating a welcoming environment for all new hires.
• 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.
• Reviews Athena and staff schedules and collaborates with the RPD and Scheduling Specialist to ensure sufficient staffing, while managing PTO, call outs, tardiness, opening/closing schedules.
• 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.
• Establish and maintain strong relationships and communication with external organizations, such as NJCEED and Cologuard, and programs to support mutual goals.
• 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.
• Addresses need for learning and development initiatives for all staff with RPD.
• Participates in all safety programs and committee meetings.

Education/Experience/Licensure

• 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.
• Proficiency in Microsoft Office 365 is required.

Benefits

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