Operations Coordinator, Physician Practice MA-Multi Specialty Full Time Days

Northwestern Medicine; Glenview (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Northwestern Medicine is seeking an Operations Coordinator Physician Practice MA at our Glenview clinic. This is a Full Time, salaried position at 40 hours per week, Monday through Friday, with MA duties in the role to support Front Desk and clinical operations.

The candidate will supervise staff, manage schedules, and oversee cash handling and data entry to ensure efficient patient flow. We value leadership, strong communication, and knowledge of medical software.

Qualifications

• Bachelor's degree or equivalent work experience.
• Current Certified Medical Assistant (CMA), Registered Medical Assistant (RMA), or other listed CMA credentials is required.
• American Heart Association Basic Life Support (BLS) certification.
• Minimum of three years of work experience in medical office or related business.
• Knowledge of insurance plans (HMO, PPO, POS, Medicare/Medicaid).
• Understanding of patient flow in a medical office.
• Leadership experience.

Responsibilities

• Supervise and direct the offices front-line clinical and clerical 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 efficiency.
• Oversee cash handling, co-pays, and daily income reconciliation.
• Ensure service excellence and data accuracy in reporting.
• Oversee supplies and inventory within budget.
• Facilitate information flow to central administration and ensure confidentiality.
• Lead staff meetings and participate in supervisor discussions.
• Provide coaching and mentorship to staff.

Skills

Leadership experience

Cash handling

Patient flow understanding

Education

Bachelor's degree or equivalent

BLS/CPR certification

Tools

Medical software

Microsoft Word

Microsoft Excel

Job description

Description

**This is a Full Time, salariedposition at 40 hours per week for Multispecialty (Urology, GI, General Surgery, OB) located at the Glenview clinic. Schedule is Monday through Friday and candidate will perform MA duties in this role.**

The Operations Coordinator Physician Practice MA 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 clinical and 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 and medical surgical 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.
• Conduct office 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.
• Additional Functions:
  • 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.
  • This role may support additional projects, perform administrative tasks, and other duties as assigned.

Qualifications

Required

• Bachelor's degree or equivalent work experience.
• Current certification as a:
  • Certified Medical Assistant (CMA) through American Association of Medical Assistants (AAMA) OR
  • Registered Medical Assistant (RMA) through American Medical Technologists (AMT) OR
  • National Certified Medical Assistant (NCMA) through the National Center for Competency Testing (NCCT) OR
  • Certified Clinical Medical Assistant (CCMA) through the National Healthcareer Association (NHA) OR
  • Nationally Registered Certified Medical Assistant (NRCMA) through the National Association for Health Professionals (NAHP)
• American Heart Association accredited Basic Life Support (BLS/CPR) certification.
• Minimum of three years of work experience in a medical or related business.
• Comprehension of insurance plans including HMO, PPO, POS, commercial, Medicare, Medicaid.
• Solid understanding of patient flow in a medical office.
• Leadership experience.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Preferred

• Clinical experience as an MA, LPN, or RN.
• Knowledge of CPT and ICD-9 coding.
• Supervisory experience.

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.

Click on or copy and paste URL to your browser to view detailed benefits information

NorthwesternMedicine Career Page

https://jobs.nm.org/benefits

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.