Operations Coordinator

Thedermspecs; New York (NY); On-site; USD 31,684 - 34,440; Full time

Benefits offered by this job

Hourly rate: $25 per hour

56 hours of sick time off

Care.com for family needs

Tapcheck for earned wage access

Job summary

Thedermspecs is seeking an Operations Coordinator to support the Operations Director in overseeing the daily operations of multiple dermatology practices across New York. The role requires coordinating operational activities, ensuring HIPAA compliance, and serving as a liaison among providers, staff, vendors, and leadership.

The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced healthcare setting.

Qualifications

• Associate’s or Bachelor’s degree preferred or equivalent work experience.
• 2+ years of healthcare/medical office/operations/admin coordination experience.
• Knowledge of HIPAA regulations and healthcare compliance requirements.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and reporting tools.
• Ability to travel frequently between practice locations.

Responsibilities

• Assist the Operations Director with day-to-day practice operations across multiple locations.
• Develop understanding of practice workflows and operational processes.
• Monitor operational issues and elevate concerns as needed.
• Support implementation of company initiatives, policies, and process improvements.
• Provide regular updates and reports to the Operations Director on performance and challenges.
• Coordinate scheduling and update hours in systems across sites.
• Maintain HIPAA compliance and conduct routine audits.

Skills

Organizational skills

Time management

Written & verbal communication

Microsoft Office proficiency

Project coordination

Travel flexibility

HIPAA knowledge

Education

Associate's or Bachelor's degree preferred

Tools

eClinicalWorks (eCW)

Microsoft Office Suite

Job description

New York City's Largest Dermatology Practice

We're a full-service dermatology practice with 60+ locations across Manhattan, Brooklyn, Queens and Long Island. Now Delaware and Philly too!

Operations Coordinator

The Practice Operations Coordinator supports the Operations Director in overseeing the daily operations of multiple dermatology practices. This role is responsible for coordinating operational activities, ensuring compliance with company policies and healthcare regulations, supporting practice initiatives, and serving as a liaison between providers, staff, vendors, and leadership.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced healthcare environment. This position requires frequent travel to practice locations and the ability to independently manage assigned projects while providing regular updates to the Operations Director.

Key Responsibilities

• Assist the Operations Director with day-to-day practice operations across multiple locations.
• Develop a comprehensive understanding of practice workflows and operational processes.
• Monitor operational issues and elevate concerns as needed.
• Support implementation of company initiatives, policies, and process improvements.
• Provide regular updates and reports to the Operations Director regarding practice performance and operational challenges.
• Assist with provider and staff scheduling; update hours in scheduling and operational systems.
• Coordinate schedule changes and communicate updates to relevant teams.
• Maintain HIPAA compliance and adhere to company policies; conduct routine operational audits and system reviews.
• Monitor compliance-related tasks and report findings to leadership.
• Support corrective action plans and follow-up activities when needed.
• Coordinate onboarding activities for new employees and providers; facilitate account setup, training coordination, system access requests, and orientation schedules.
• Support offboarding processes, including access removal and equipment tracking.
• Serve as a point of contact for vendors and service providers; coordinate maintenance requests, installations, and operational support services.
• Track vendor-related issues and ensure timely resolution.
• Respond to patient inquiries and concerns promptly and professionally; assist with the resolution of patient complaints and service recovery efforts.
• Draft and manage responses to Google Reviews and other online patient feedback platforms.
• Escalate sensitive patient concerns to appropriate leadership when necessary.
• Generate operational reports and compile data for leadership review.
• Monitor key performance indicators and operational metrics; maintain accurate records and reporting documentation.
• Assist with analysis of operational trends and performance data.
• Assist with new practice openings, relocations, and expansion projects; coordinate logistics, vendor scheduling, and operational readiness activities.
• Support ad hoc projects and special assignments as directed by the Operations Director.

Qualifications

Required

• Associate's or Bachelor's degree preferred, or equivalent work experience.
• 2+ years of healthcare, medical office, operations, or administrative coordination experience.
• Knowledge of HIPAA regulations and healthcare compliance requirements.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and reporting tools.
• Ability to manage multiple projects simultaneously.
• Ability to travel frequently between practice locations.

Preferred

• Experience with eClinicalWorks (eCW).
• Experience in a multi-site healthcare or dermatology practice environment.

Reporting Structure

Reports directly to the Operations Director and works closely with providers, practice staff, corporate leadership, and external vendors.

Compensation

• Hourly rate: $25 per hour (Pay range: $23 - $25 USD per hour for Headquarters)
• 56 hours of sick time off (10 additional hours per year)
• Access to Care.com for childcare, senior care, pet care, and other family needs.
• Access to Tapcheck, allowing on-demand access to earned wages between pay periods.

Benefits

• 56 hours of Sick time off (10 additional hours per year)
• Access to Care.com for childcare and other family needs
• Access to Tapcheck for earned wage access