Operations Assistant

Altea Healthcare; Illinois; On-site; USD 50,000 - 65,000; Full time

Job summary

Altea Healthcare is seeking an Operations Assistant for an onsite role in Illinois to oversee onboarding of new providers, coordinate facility launches, and ensure adherence to operational procedures.

This role requires strong organizational skills, effective communication, and collaboration across teams, including coordinating with the Operations Director, facility staff, vendors, and leadership to drive smooth operations and regulatory compliance.

Qualifications

• Proficient in Microsoft Office Suite and healthcare software (e.g., EMR systems).
• Strong organizational skills.
• Excellent communication and interpersonal skills.

Responsibilities

• Collaborate with the Operations Director to develop and implement operational strategies and goals for the facilities within the market.
• Monitor and analyze facility performance metrics, including quality of care, patient satisfaction, and financial performance.
• Support the coordination of operational activities and resources to ensure efficient and effective facility management.
• Assist in the development and implementation of policies, procedures, and best practices to ensure compliance with regulatory requirements and industry standards.
• Facilitate communication and collaboration between facility staff, vendors, and other stakeholders.
• Address and resolve operational issues, ensuring timely and effective solutions.
• Contribute to the development of staff training programs and performance improvement initiatives.
• Maintain up-to-date knowledge of industry trends, regulations, and best practices.
• Collaborate with Directors and Implementation Manager on upcoming facility launches, ensuring smooth transitions.
• Send appropriate signage and standing orders to facilities before launch dates.
• Assist in completing credentialing packets for new locations as needed.
• Arrange catering and lunches for facility launches.
• Review payroll for daily rate providers to ensure compliance with clocking procedures and visit expectations.
• Send payroll reports for W2/1099 employees with available data to DOO for approval and completion prior to submission to HR.
• Audit Provider Master list for licenses and renewals.
• Audit CCM consents and provider compliance
• Update the Facility Master list/Provider Master list for Sound ACO bi-monthly.
• Twice monthly review and update the SNF/LTC census on the Facility Operations Tracker.
• Complete audits and reports as directed by the VP of Operations, Senior Practice Manager, and Directors.
• Attend monthly state and RMD meetings.
• Take minutes and distribute them promptly to attendees and upload to SharePoint.
• Maintain and update Key Resources documentation.
• Provide ongoing support to providers regarding equipment, prescription pads, and other needs.
• Direct inquiries to the appropriate departments or directors.
• Support the VP of Operations and Senior VP of Operations as required.
• Perform additional duties as assigned.
• Maintain company equipment inventory, including laptops, prescription pads, and badges.
• Assist with development of and maintain SOPs for departments are current and reflect new processes with updated documentation.
• Conduct bi-monthly audits of provider licenses and certifications, sending reminders for expirations as necessary.
• Collaborate with IT to maintain current company email distribution lists.

Skills

Organizational skills

Communication skills

Interpersonal skills

Tools

Microsoft Office

EMR systems

Job description

Location: Onsite role in Illinois; Must reside in the state of IL

Compensation: $50,000 - $65,000 per year

Position Overview: The Operations Assistant plays a crucial role in overseeing the onboarding process for new providers, coordinating facility launches, and ensuring compliance with operational procedures. This position requires strong organizational skills, effective communication, and the ability to collaborate with various teams.

Key Responsibilities

• Collaborate with the Operations Director to develop and implement operational strategies and goals for the facilities within the market.
• Monitor and analyze facility performance metrics, including quality of care, patient satisfaction, and financial performance.
• Support the coordination of operational activities and resources to ensure efficient and effective facility management.
• Assist in the development and implementation of policies, procedures, and best practices to ensure compliance with regulatory requirements and industry standards.
• Facilitate communication and collaboration between facility staff, vendors, and other stakeholders.
• Address and resolve operational issues, ensuring timely and effective solutions.
• Contribute to the development of staff training programs and performance improvement initiatives.
• Maintain up-to-date knowledge of industry trends, regulations, and best practices.

Facility Launch Responsibilities

• Collaborate with Directors and Implementation Manager on upcoming facility launches, ensuring smooth transitions.
• Send appropriate signage and standing orders to facilities before launch dates.
• Assist in completing credentialing packets for new locations as needed.
• Arrange catering and lunches for facility launches.

Payroll Tracking

• Review payroll for daily rate providers to ensure compliance with clocking procedures and visit expectations.
• Send payroll reports for W2/1099 employees with available data to DOO for approval and completion prior to submission to HR.

Monthly Audits and Reports

• Conduct monthly audits of the Provider Master list, checking licenses and certifications against state databases for renewals.
• Monthly audits of CCM consents and provider compliance
• Update the Facility Master list/Provider Master list for Sound ACO bi-monthly.
• Twice monthly review and update the SNF/LTC census on the Facility Operations Tracker.
• Complete audits and reports as directed by the VP of Operations, Senior Practice Manager, and Directors.

Meeting Attendance and Record Keeping

• Attend monthly state and RMD meetings.
• Take minutes and distribute them promptly to attendees and upload to SharePoint.
• Maintain and update Key Resources documentation.

General Duties

• Provide ongoing support to providers regarding equipment, prescription pads, and other needs.
• Direct inquiries to the appropriate departments or directors.
• Support the VP of Operations and Senior VP of Operations as required.
• Perform additional duties as assigned.

Additional Responsibilities

• Maintain company equipment inventory, including laptops, prescription pads, and badges.
• Assist with development of and maintain SOPs for departments are current and reflect new processes with updated documentation.
• Conduct bi-monthly audits of provider licenses and certifications, sending reminders for expirations as necessary.
• Collaborate with IT to maintain current company email distribution lists.

Qualifications

• Proficient in Microsoft Office Suite and healthcare software (e.g., EMR systems).
• Strong organizational skills.
• Excellent communication and interpersonal skills.