Lead - Desk Operations Specialist

Mayo Foundation for Medical Education and Research; Mankato (MN); On-site; USD 29,687 - 41,631; Full time

Benefits offered by this job

Medical options

Dental coverage

Vision plan

Pre-Tax Savings (HSA/FSAs)

Competitive retirement package

Job summary

Mayo Clinic in Minnesota is seeking a Desk Operations Specialist to support and optimize desk activities, scheduling, and patient flow. You will act as a subject matter expert for desk processes and work with care teams to improve efficiency and quality of service.

Ideal candidates bring strong communication and organizational skills, experience with Mayo Clinic EHR applications like Epic/Synthesis, and comfort troubleshooting workflows in fast-paced clinical settings.

Qualifications

• Excellent communication, written and verbal, with staff at all levels.
• Experience with desk operations, registration/scheduling and patient flow.
• Proven ability to troubleshoot daily workflows and use EHR tools.

Responsibilities

• Support desk operations to optimize desk efficiency and patient care workflows.
• Serve as SME for desk processes and contribute to SOPs and guidelines.
• Collaborate with providers and care team to improve scheduling and check-in/out practices.

Skills

Communication skills

Organizational skills

Leadership potential

Education

High school diploma or GED

Associate's Degree

Tools

Mayo Clinic EHR (Epic, Synthesis)

Microsoft Office (Word, PowerPoint, Excel, Access, Outlook)

Job description

Why Mayo Clinic

Mayo Clinic is top-ranked in more specialties than any other care provider according to U.S. News & World Report. As we work together to put the needs of the patient first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans – to take care of you and your family, now and in the future. And with continuing education and advancement opportunities at every turn, you can build a long, successful career with Mayo Clinic.

Benefits Highlights

• Medical:Multiple plan options.
• Dental:Delta Dental or reimbursement account for flexible coverage.
• Vision:Affordable plan with national network.
• Pre-Tax Savings:HSA and FSAs for eligible expenses.
• Retirement: Competitive retirement package to secure your future.

Responsibilities

Assists as a member of the management team in support of overall strategy to continuously optimize desk operations practice efficiency. Provides oversight for daily activities as directed by the work unit supervisor or assistant supervisor. Works closely with Desk Operations Specialists, providers, and members of the care team to assist in optimizing the use of all supporting tools and is the subject matter expert (SME) in all desk related activities and functions within their respective division or dept. Works to continuously optimize practice efficiency through use of electronic environment tools, electronic health record (EHR) system, and associated workflows, including but not limited to extensive knowledge of check in, check out, rooming, and scheduling as well as non-visit care support. Assist Desk Operations Specialists, providers and other care team members with daily patient care. Creates and assists with writing work unit guidelines and SOP's. Assists the work unit supervisor/assistant supervisor in performing quality review to ensure that the division/department is meeting expected quality and service standards in their dept/division; (ex: check in wait times, workqueue monitoring, service excellence, electronic messaging turn‑around time, etc.). Identifies slots that are unfilled and need to be acted upon, reviewing fill rates and ensuring appropriate calendaring with the right patient scheduled in the right slot. Possesses a troubleshooting mindset for systems, including EHR, customer relationship management (CRM). Is an integral staff member who brings ideas forward for practice/process operational improvements and assists with project scoping. Identifies technical and soft skill gaps within the Desk Operations team and serves as a panel member for interviews of Desk Operations Specialists and other positions within the division or dept. as needed. Must provide excellent communication skills (verbal and in writing), including using empathic communication strategies while demonstrating professional examples for staff to follow. Routinely serves as a resource and mentor to others as opportunities arise. Strong organizational and communication skills and a commitment to quality and excellence in service are important components of the role.

Qualifications

High school diploma or GED and 1 year of experience as Desk Operations Specialist, healthcare or customer service field, or an Associate's Degree; Prior management experience is preferred, but not required. Demonstrates leadership potential, organizational skills and ability to communicate effectively with others. Current experience with Mayo Clinic EHR applications (e.g., Epic, Synthesis) and productivity applications (Microsoft Word, PowerPoint, Excel, and Access, and Outlook) required. Ability to demonstrate computer literacy in aforementioned applications. Demonstrated ability to troubleshoot daily work flows in desk operations including registration/scheduling, check in, rooming, checkout, and/or non-visit care support. Must be able to perform a variety of tasks simultaneously. Problem solving and decision‑making skills. Effective verbal and written communication skills, with demonstrated ability to effectively communicate and interact with all levels of healthcare professionals as well as external customers.

This vacancy is not eligible for sponsorship/ we will not sponsor or transfer visas for this position. Also, Mayo Clinic DOES NOT participate in the F-1 STEM OPT extension program.

Exemption Status

Nonexempt

Compensation Detail

$21.55 - $30.22/ hour

Benefits Eligible

Yes

Schedule

Full Time

Hours/Pay Period

80

Schedule Details

Monday-Friday 6:30am - 5pm

International Assignment

No

Site Description

Just as our reputation has spread beyond our Minnesota roots, so have our locations. Today, our employees are located at our three major campuses in Phoenix/Scottsdale, Arizona, Jacksonville, Florida, Rochester, Minnesota, and at Mayo Clinic Health System campuses throughout Midwestern communities, and at our international locations. Each Mayo Clinic location is a special place where our employees thrive in both their work and personal lives. Learn more about what each unique Mayo Clinic campus has to offer, and where your best fit is.

Equal Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, protected veteran status or disability status. Learn more about the 'EOE is the Law'. Mayo Clinic participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.