Operations Coordinator - Dental Services Full time Days

Northwestern Medicine; Chicago (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

Northwestern Medicine is seeking an Operations Coordinator to support front-line clerical and financial staff, manage provider schedules, and optimize patient access and satisfaction. The role emphasizes budget adherence, data accuracy, and routine IT and office equipment support.

You will participate in hiring, coaching, and performance reviews while upholding patient dignity and compliance standards. The position focuses on efficient daily operations, cross-functional collaboration, and

Qualifications

• Bachelor's degree or at least 5 years of outpatient center work experience.
• Minimum of three years in a medical or related business.
• Understanding of insurance plans including HMO, PPO, POS, Medicare and Medicaid.
• Knowledge of patient flow in a provider office.
• Leadership experience and proficiency with Word and Excel.

Responsibilities

• Supervise and direct front-line clerical and financial staff.
• Participate in interviewing, hiring, training, and performance appraisals.
• Oversee day-to-day office operations within budget guidelines.
• Manage providers schedules and optimize patient care hours.
• Schedule staff and allocate resources to maximize patient access and satisfaction.
• Conduct cash management duties including co-pays, balances, cash and deposits.
• Ensure service excellence and perform service recovery when needed.
• Manage office supplies within budget and ensure data accuracy through training.
• Lead staff meetings and participate in supervisor meetings.
• Maintain patient dignity and confidentiality at all times.
• Approve time reports and develop tools to improve efficiency.
• Provide input into staff performance reviews and coaching.
• Plan and resolve routine technical needs of the practice.
• Monitor daily transactions for compliance and resolve escalated issues.

Skills

Leadership experience

Patient flow understanding

Insurance plan comprehension

Medical software knowledge

Microsoft Word

Microsoft Excel

Education

Bachelor's degree

5+ years relevant outpatient center experience

Tools

Medical software

Job description

Description

The 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 offices front-line clerical, and financial 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.

Qualifications

Required:

• Bachelor's degree or, in lieu of degree, at least 5 years of work experience in an outpatient center.


• 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 provider office.


• Leadership experience.


• Working knowledge of medical software, Word and Excel.

Preferred:

• Knowledge of CPT and ICD-10 coding.


• Supervisory experience.


• Experience managing/supervising daily cash activity and reconciling income reports with daily payments.

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.