Operations Coordinator- Psychiatry Full Time Days

Northwestern Memorial Healthcare; Chicago (IL); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Tuition reimbursement

Loan forgiveness

401(k) matching

Lifecycle benefits

Job summary

Northwestern Medicine is hiring an Operations Coordinator for Psychiatry to manage daily operations, supervise staff, coordinate provider schedules, and oversee practice collections. This on-site role emphasizes service excellence, staff coaching, and budget adherence within a dynamic clinical setting.

You will ensure smooth patient flow, accurate data, and coordinated support for clinicians while maintaining high-quality care standards across the practice.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum of three years 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 medical office.
• Working knowledge of medical software, Word and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Responsibilities

• Supervise and direct front-line clinical and clerical staff.
• Participate in interviewing, hiring, training, progressive discipline, dismissals, and performance appraisals.
• Oversee day-to-day office operations within budget guidelines.
• Manage providers’ schedules and optimize patient care hours for productivity.
• Schedule staff and allocate resources across hours to maximize access and satisfaction.
• Conduct cash management duties including co-pays, balances, and deposits.
• Ensure service excellence and perform service recovery when needed.
• Manage office and medical-surgical supplies within budget.
• Ensure accurate data collection and training for site staff.

Skills

Communication

Cash handling

Medical office workflow

Education

Bachelor’s degree or equivalent

3+ years related medical business experience

Tools

Medical software

Word

Excel

Job description

Operations Coordinator- Psychiatry Full Time Days

• Full-time


• Salary Range Minimum : $26.08


• Salary Range Maximum: $39.12


• Compensation: USD 26.08 - USD 39.12 - hourly

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

Operations Coordinator Psychiatry 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.

This position will report to the Practice Manager or Director and will be responsible for managing the daily operations of practice site(s), supervising clinical and administrative support personnel, coordinating provider schedules, manage practice collections, ensure service excellence and perform service recovery as necessary.

Position manages workload distribution and prioritization of tasks. Responsible for front-line communication with staff to receive and provide feedback regarding quality and productivity. Position may perform staff work in assigned areas of responsibility when not conducting coordinator function.

Responsibilities:

• Supervise and direct the office’s 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.


• Complete other duties as assigned.

Required

• Bachelor’s degree or equivalent work experience.


• Minimum of three years 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 medical office.


• 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.

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.

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.

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 visit ourBenefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position):

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 at NM may be eligible depending upon the job family.

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