Admin Operations Coordinator II - Family Medicine

Regional Medical Group; Wheaton (IL); On-site; USD 55,000 - 65,000; Full time

Job summary

Northwestern Medicine is seeking an Admin Operations Coordinator II to oversee daily practice site operations, supervise administrative staff, and coordinate provider schedules. You will ensure service excellence, manage patient access, and handle cash activity in partnership with the Operations Administrator.

The role requires leadership, budgeting, and experience with medical software and data entry. Collaboration with central offices and participation in staff reviews are key aspects of this

Qualifications

• Bachelor's degree or equivalent work experience.
• Minimum of three years work experience in a medical or related business.
• Comprehension of insurance plans including HMO, PPO, POS, commercial, Medicare, and Medicaid.
• Solid understanding of patient flow in a medical office.
• Leadership experience.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Responsibilities

• Manages workload distribution and prioritization of tasks.
• Front-line communication with staff to receive and provide feedback on quality and productivity.
• Performs day-to-day clerical functions twenty percent of the time in assigned areas.
• Supervise and direct the office’s front-line clerical staff.
• Participate in interviewing, hiring, training, progressive discipline, dismissals, and performance appraisals.
• Oversee day-to-day office operations within budget guidelines.
• Manage providers’ schedules with templates and optimize patient care hours.
• Schedule staff and allocate resources across hours to maximize patient access and satisfaction.
• Conduct timely cash management duties, including co-pays, balances, cash balances, and bank deposits.
• Ensure service excellence and perform service recovery as necessary.
• Manage office and supplies within budget.
• Ensure data accuracy and training for site staff; coordinate with central offices.

Skills

Leadership experience

Medical software

Word

Excel

Education

Bachelor's degree or equivalent work experience

Job description

Description

The Admin Operations Coordinator II reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

This position will report to the Operations or Practice Administrator and will be responsible for managing the daily operations of practice site(s), supervising administrative support personnel, coordinating provider schedules, managing practice collections, ensuring service excellence and performing service recovery as necessary. This role supervises and personally provides direct clerical tasks twenty percent of the time.

Responsibilities

• Manages workload distribution and prioritization of tasks.
• Responsible for front-line communication with staff to receive and provide feedback regarding quality and productivity.
• May perform day-to-day clerical functions twenty percent of the time in assigned areas of responsibility when not conducting coordinator function.
• Supervise and direct the office’s front-line clerical staff.
• Participate in interviewing, hiring, training, progressive discipline, dismissals, and performance appraisals.
• Oversee and direct day to day office operations within budget guidelines.
• Manage providers’ schedules with templates and optimize patient care hours to enhance productivity.
• Schedule staff and allocate resources across hours of operation to maximize patient access and satisfaction, provider productivity and efficiency, and staff productivity.
• Conduct timely and accurate cash management duties, including overseeing the collection of co-pays and patient balances, in-house cash balances, and bank deposits.
• Ensure that service excellence is delivered and perform service recovery whenever necessary.
• Manage office and supplies within budget.
• Ensure accuracy of all data collection and data entry by site staff through training and compliance monitoring, and facilitate and oversee flow of information to and from central administrative offices.
• Conduct office staff meetings on a regular basis in coordination with Operations Administrator.
• Attend and actively participate in leadership meetings.
• Ensure that patient dignity and confidentiality are maintained at all times.

Additional Functions

• Review and approve automated time reports for accuracy.
• Develop tools to support staff and enhance efficiency.
• Provide input into staff performance reviews. May participate with manager in conducting staff performance reviews. Provide one-on-one coaching and mentoring as needed.
• Plan, execute and resolve all routine technical needs of the practice (phone, copiers, fax machines, PCs, etc)
• Monitor daily transaction activity to ensure compliance with policies and procedures.
• Resolve complex or critical situations involving patients, staff and customers: consults with manager for guidance as needed (e.g., complaints, discipline, etc.).
• Schedule staff and allocate resources across hours of operation to maximize patient access and satisfaction, provider productivity and efficiency, staff productivity, cost-savings, and operational efficiencies.
• Implement new policies and procedures created by RMG or department leadership.
• Complete other duties as assigned.

Qualifications

Required:

• Bachelor's degree or equivalent work experience.
• Minimum of three years work experience in a medical or related business.
• Comprehension of insurance plans including HMO, PPO, POS, commercial, Medicare, and Medicaid.
• Solid understanding of patient flow in a medical office.
• Leadership experience.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Preferred:

• Knowledge of CPT and ICD-9 coding.
• Supervisory experience.

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events.

Please refer to the Benefits Eligibility by Employment Classification to determine benefits eligibility for job postings.

If sign-on bonus is included in a job posting eligibility is as followed: Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign-on bonus. Exception: New graduate internal employees seeking their first licensed clinical position as a Registered Nurse at NM may be eligible.