The Operations Coordinator is responsible for ensuring the smooth and efficient day-to-day functioning of our healthcare services. This role acts as the central link between clinical staff, administrative departments, patients, and external partners. The ideal candidate is highly organized, possesses a strong understanding of healthcare compliance, and is dedicated to optimizing workflows to support high-quality patient care.

Key Responsibilities

Operational Support & Workflow Management:

· Coordinate daily administrative and operational activities to ensure departmental efficiency and compliance with healthcare regulations.

· Monitor and manage schedules for clinical staff, appointments, or patient visits to optimize resource utilization.

· Identify bottlenecks in current processes and assist in implementing streamlined workflows.

· Serve as the primary point of contact for internal teams regarding operational issues, troubleshooting problems as they arise.

Compliance & Quality Assurance:

· Ensure all operations adhere to healthcare regulations, including HIPAA (privacy and security rules), OSHA standards, and other relevant state/federal guidelines.

· Assist in preparing for audits, surveys, and inspections by maintaining organized and accurate records.

· Support the implementation of quality improvement initiatives to enhance patient safety and service delivery.

Communication & Coordination:

· Liaise between clinical staff (nurses, doctors, therapists), administrative teams, and external facilities (hospitals, labs, pharmacies) to ensure continuity of care.

· Facilitate effective communication regarding patient updates, supply needs, or operational changes.

· Assist with patient intake and discharge processes, ensuring all necessary documentation is complete and accurate.

Data Management & Reporting:

· Maintain and update internal databases, electronic health records (EHR), and patient management systems.

· Generate regular reports on operational metrics, such as patient volume, staff productivity, or supply inventory, for management review.

· Track and order medical or office supplies, ensuring inventory levels are maintained without excess.

Patient & Client Relations:

· Address patient or family inquiries regarding services, schedules, or administrative matters with empathy and professionalism.

· Resolve minor complaints or issues, escalating complex cases to management when necessary.

Qualifications

Education:

· Bachelor’s degree in Healthcare Administration, Business Administration, or a related field preferred.

· Equivalent combination of education and relevant work experience may be considered.

Experience:

· Minimum of 2-4 years of experience in an administrative or operational coordination role, preferably within a healthcare setting (hospital, clinic, home health agency, or insurance company).

· Experience working with Electronic Health Records (EHR) or practice management software is highly desirable.

Skills & Competencies:

· Healthcare Knowledge: Familiarity with medical terminology, HIPAA compliance, and clinical workflows.

· Organizational Skills: Exceptional ability to multitask, prioritize, and manage time effectively in a fast-paced environment.

· Communication: Excellent verbal and written communication skills, with the ability to interact professionally with clinicians, patients, and executives.

· Technical Proficiency: Proficient in Microsoft Office Suite (Excel, Outlook, Word) and database management.

· Problem-Solving: Ability to think critically and resolve operational issues quickly and calmly.

· Attention to Detail: High level of accuracy in data entry, documentation, and record-keeping.

Working Conditions

· Standard office environment, potentially within a clinical setting.

· May require occasional travel between facilities or sites.

· Interaction with patients and family members who may be under physical or emotional stress.

Physical Requirements

· Prolonged periods of sitting at a desk and working on a computer.

· Must be able to lift up to [e.g., 15-20 pounds] occasionally (e.g., office supplies, medical equipment boxes).