Operations Specialist

bellefairejcb; Shaker Heights (OH); On-site; USD 70,632,307 - 95,561,356; Full time

Benefits offered by this job

Health and Rx plans

Paid time off and holidays

403(b) retirement plan

Tuition reduction at Case Western Rese

Pet insurance

Employee Assistance Program

Flexible Spending Account for Health &

Job summary

Bellefaire JCB is seeking an Operations Specialist to support nursing administration and CI/QA processes. The role ensures timely handling of confidential materials and adherence to regulations while maintaining client information across systems.

Key duties include updating information databases, coordinating trainings, and assisting with onboarding and scheduling. 5 years of healthcare office experience is preferred, with no licensure required.

Qualifications

• High school diploma required.
• 5 years of healthcare office experience required.
• Strong communication, collaboration, and professional ethics.

Responsibilities

• Handle requests for clinical record information in accordance with policy.
• Update and maintain the Agency Release of Information database.
• Check and verify client insurance (Medicaid & Commercial) as needed.
• Enter new clients into the EHR and maintain records, including scanning and auditing.
• Assist with staff onboarding, meetings, and event logistics.
• Maintain department office supplies and inventory.
• Support Nursing department with file maintenance, audits, and scheduling.

Skills

Office experience

Communication

Professional conduct

Collaboration

Problem-solving

Education

High School Diploma

Tools

EHR systems

Release of Information database

Smartchart

OneDrive

Job description

Salary and Benefits

At Wingspan, we prioritize our employees and their wellbeing. We provide competitive benefit options to our employees and their families, including domestic partners and pets.

Our offerings include:

• Hourly rate is $29depending on relevant education, experience, and licensure
• Comprehensive health and Rx plans, including a zero-cost option.
• Wellness program including free preventative care
• Generous paid time off and holidays
• 50% tuition reduction at Case Western Reserve University for the MSW program
• 403(b) retirement plan
• Pet insurance
• Employer paid life insurance and long-term disability
• Employee Assistance Program
• Support for continuing education and credential renewal
• Ancillary benefits including: dental, vision, voluntary life, short term disability, hospital indemnity, accident, critical illness
• Flexible Spending Account for Health and Dependent Care

JOB SUMMARY

Under the direction of the Nursing Administration, the Operations Specialist - integral part of the Continuous Quality Improvement process of BJCB. The Operations Specialist- ensures all work is completed in a timely and efficient manner and discretion is exercised in handling written and verbal material that is confidential in nature. Further, the Operations Specialist- ensures that client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

ESSENTIAL DUTIES

1. 1. Handle requests for clinical record information (i.e. Release of Information) in accordance with Agency policy.

2. 2. Update and maintain the Agency Release of Information database.

3. 3. Check and verify client insurance (i.e. Medicaid & Commercial Insurance) as needed.

4. 4. Enter new clients into agency Electronic Health Record (EHR). Maintain client records in the Agency EHR, including, but not limited to, scanning, auditing, and updating client information.

5. 5. Update physical and digit tracking mechanisms for program census and pertinent information, including but not limited to, upcoming Psychiatric Diagnostic Evaluation (PDE), Individual Treatment Plan (ITP), and discharge dates.

6. 6. Assist with Agency/Departmental planned trainings, events, and special projects as needed, including, but not limited to, coordination of event logistics, organization of materials, and communications with internal and external stakeholders.

7. 7. Provide support to the Nursing department including, but not limited to, maintaining files, scanning, audit preparedness, and answering the phone as required and needed, appointment scheduling, prior authorizations, and turning in completed Quarterly Privacy and Security Compliance Review for employees.

8. 8. Provide support for All-Department meetings/trainings, including compiling agenda items from the Nursing department.

9. 9. Represent the Agency/Department in the development or maintenance of relationships with other organizations, community agencies, public agencies, and referral sources including, but not limited to, meeting in person for referral.

10. 10. Assist with ongoing maintenance of Agency platforms used within programs (i.e.,Smartchart, OneDrive, On Shift).

11. 11. Assist with staff onboarding, offboarding, and celebrations through including, but not limited to, updating department organizational chart, tracking milestones of staff, coordinating CPR/First Aid requirements, equipment needs, and scheduling logistics.

12. 12. Maintain/order the Nursing department office/program supplies/inventory and first aid kits.

13. 13. Manage special projects as assigned.

OTHER DUTIES

1. 1. Attend scheduled staff meetings, supervision, and on-going training.

2. 2. All required training, certifications and licensures must be kept current in accordance with applicable licensing and accreditation regulations and standards.

3. 3. Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.

4. 4. Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.

5. 5. Other duties as assigned by management.

QUALIFICATIONS

1. Education: Minimum High School Diploma required.
2. Licensure: Not required.
3. Skills/Competencies:
   1. Core Expertise: Possesses skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
   2. Cultural Competency: Demonstrates awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
   3. Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
   4. Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work and adheres to Agency policies and procedures.
   5. Collaboration & Teamwork: Functions effectively as a member of a professional team that includes employees, clients and family members.
   6. Problem-Solving & Decision-Making: Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions
4. Experience: 5 years of office experience in healthcare field required.

Bellefaire JCB is an equal opportunity employer, and hires its employees without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability or any other status protected by federal, state or local law.

Bellefaire JCB is a partner agency of the Wingspan Care Group, a non-profit administrative service organization providing a united, community-based network of services so member agencies can focus on mission-related goals and operate in a more cost-effective and efficient manner.