Admin Ops Coordinator Infectious Disease Full time

Jackalope Digital LLC; Winfield, Northern (IL, KY); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Tuition reimbursement

Loan repayment

401(k) matching

Lifecycle benefits

Job summary

Northwestern Medicine is seeking an Admin Operations Coordinator to lead office operations, supervise clerical staff, and ensure smooth patient flow within the medical office.

The role requires a bachelor's degree or equivalent experience, plus 3+ years in a medical or related business, with knowledge of various insurance plans and medical software. Benefits include tuition reimbursement and retirement matching.

Qualifications

• Bachelor's degree or equivalent work experience.
• Minimum of three years of 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.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Responsibilities

• 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.
• Conduct timely and accurate cash management duties, including overseeing the collection of co-pays and patient balances, in-house cash balances, and bank deposits.
• Develop tools to support staff and enhance efficiency.
• Plan, execute and resolve routine technical needs of the practice (phone, copiers, fax machines, PCs).
• Monitor daily transaction activity to ensure compliance with procedures.
• Resolve complex or critical situations involving patients, staff and customers.

Skills

Communication

Leadership

Cash management

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Medical software

Job description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

Admin Operations Coordinator 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.

Responsibilities

• 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 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.
• Participate in leading practice staff meetings on a regular basis.
• Attend and actively participate in manager/supervisor meetings.
• Ensure that patient dignity and confidentiality are maintained at all times.
• 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 to one coaching and mentoring.
• 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 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.
• Develop and implement policies and procedures as needed to support the practice.
• Complete other duties as assigned.

AA/EOE.

Required

• Bachelor's degree or equivalent work experience.
• Minimum of three years of 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.
• 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-10 coding.
• Leadership experience.

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 visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): 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 at NM may be eligible depending upon the job family.