Quality Improvement Coordinator

Womens Healthcare Associates Llc; United States; On-site; USD 85,000 - 110,000; Full time

Job summary

Womens Healthcare Associates LLC seeks a Quality Improvement Coordinator to drive day-to-day QI activities across a complex ambulatory practice, including OB/GYN, ultrasound, mammography, and central lab. You will triage events, conduct RCAs, prepare case vignettes, and collaborate with leadership to implement corrective actions.

The role requires clinical judgment, strong coordination skills, and experience with adverse event reporting in ambulatory settings.

Qualifications

• Minimum 2 years of experience in a clinical, quality, risk, or patient safety role in an ambulatory or acute care setting.
• Experience with adverse event/incident reporting systems (RL Datix or similar) preferred.
• Experience supporting a medical staff committee, Peer Review process, or similar governance body preferred.
• Familiarity with AAAHC or other ambulatory accreditation standards preferred.
• Experience in women's health, obstetrics, or gynecology specifically preferred.

Responsibilities

• Adverse event reporting and review: manage submissions, review cases, chart review, and timeline reconstruction.
• Peer review support: prepare and assist during Peer Review sessions and communicate with involved members.
• QI Committee administration: schedule, agendas, minutes, and action-item tracking.
• RN workflow and protocol coordination: coordinate with RN managers on protocols, reviews, and workflow improvements.
• Cross-functional liaison: coordinate with clinical leadership on documentation, data, and process standardization needs.

Job description

At WHA, we're a team, passionate about humanizing healthcare. We're inspired by the diverse stories, strength and resilience of our patients and the unique choices they make in pursuing health for themselves and their families. We envision a world where every person has the opportunity to achieve their optimal health and we're here to support that journey with personalized, culturally competent care and knowledge.The Quality Improvement Coordinator works in close partnership with the Director of Quality Improvement, CMO, and Risk & Compliance Manager, the QI Coordinator drives the day-to-day execution of the QI Committee's core functions: adverse event review, peer review, protocol governance, and committee administration. The role combines clinical judgment including event triage, RCA, case review, protocol content, combined with strong project and committee coordination. This position works across the organization, with physicians, CNMs, NPs, RN leadership, practice managers, lab, HR, and hospital QI partners, on sensitive, peer-review-protected matters that require trust, discretion, and clinical credibility to ensure that WHA's quality improvement and patient safety work receives dedicated, consistent attention across a complex ambulatory practice including OB/GYN ultrasound, mammography, and a high-complexity Central Lab.ADVERSE EVENT REPORTING AND REVIEWReview RL Datix adverse event submissions; conduct clinical review of qualifying cases — including chart review, staff and clinician communication, and timeline reconstruction — to accurately characterize what occurred and determine appropriate next steps.Organize and code adverse events by category, AHRQ Harm Score, and DEIB category; prepare case vignettes for quarterly Committee reporting.Perform Root Cause Analysis for adverse events, near-misses, errors, and inefficiencies; develop findings and recommendations for corrective action.Apply established criteria, and clinical judgment, to determine whether cases require RN-level resolution, escalation to the QI Director, CMO, and Division Director, or referral to the Peer Review Committee; route sensitive clinician-specific follow-up, including credential-stream notifications, consistently and confidentially.Monitor submissions over time for emerging patterns and trends; surface early signals of systemic risk to the QI Director and Risk & Compliance Manager.Collaborate with the Lab Manager and site Practice Managers and Patient Care Supervisors on medication administration and lab event rates and trends; support workflow refinement and adherence.In partnership with the Risk & Compliance Manager and QI Director, coordinate communication of adverse event findings and QI learnings back to staff and appropriate leadership closing the loop between investigation and organizational learning, and contributing to a culture where reporting leads to visible improvement.Partner with the QI Director, Risk & Compliance Manager, and operational leadership to ensure that adverse event findings result in defined corrective actions, clear ownership, and measurable follow-through — escalating to the QI Director when progress stalls or accountability gaps emerge.PEER REVIEW SUPPORTFor cases escalated through the adverse event review process, the QI Coordinator supports the QI Director and CMO in preparation and presentation for quarterly Peer Review Sessions.Work with the Dir QI and/or CMO to identify topics, trends, or specific cases for quarterly Peer Review sessions, consistent with Just Culture principles.Prepare for and assist during Peer Review meetings — sufficiently familiar with case details to support the Dir QI/CMO in answering Committee questions.Communicate proactively with QI Committee members who are involved in a case under review, reminding them of the expectation not to speak to or represent that case and confirming they may abstain from that portion of the meeting.Collaborate with the Risk & Compliance Manager to support patient communication regarding outcomes and investigative findings, as appropriate.QI COMMITTEE ADMINISTRATIONCo-administer the Committee's schedule and agenda planning.Track member attendance against the Charter's 75% expectation and periodically report attendance back to the Committee for transparency.Generate draft minutes from Teams AI meeting notes; review and edit for accuracy and redundancy; store and version minutes correctly in Teams; distribute for member review to support adoption as a consent-agenda item at the next meeting.Track agenda action items to completion, following up with owners as needed.Participate in QI Committee work groups/task forces to help ensure completion of assigned work, keeping the Dir QI informed when they are not directly involved.RN WORKFLOW AND ADVICE PROTOCAL COORDINATIONCoordinate with RN Managers regarding workflow or topic concerns raised through QI channels.Maintain working knowledge of Advice RN/LPN processes and workflows, including abnormal/incidental ultrasound finding reporting, medication refill reporting, and postpartum blood pressure check workflows.Ensure timely completion of rolling 3-year reviews of Advice RN Protocols.Work with RN Managers and Advice RNs to solicit protocol refinement suggestions, both for scheduled 3-year review and urgent updates.Work with RN Managers and Advice RNs to identify the need for new protocols (e.g., new line of care, change in practice).Work with RN Managers to retire protocols that are no longer relevant.CROSS FUNCTIONAL LIASONSupport collaboration between the Dir QI/QI Committee and the Clinical Director of Informatics & Coding on documentation, data, and process standardization needs identified by the Committee.Serve as a day-to-day point of contact for Risk & Compliance, Senior Manager of Nursing, and site-level QI/PR/RM representatives on operational questions.Minimum 2 years of experience in a clinical, quality, risk, or patient safety role in an ambulatory or acute care setting.Experience with adverse event/incident reporting systems (RL Datix or similar) preferred.Experience supporting a medical staff committee, Peer Review process, or similar governance body preferred.Familiarity with AAAHC or other ambulatory accreditation standards preferred.Experience in women's health, obstetrics, or gynecology specifically preferred.Salary Range/Equity Pay Analysis: Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience to ensure your offer is reflective of all directly related and equivalent experience. Please be specific with dates of positions, skills, and educational experiences related to the job you are applying for within your application materials.Women's Healthcare Associates, LLC is an equal opportunity employer.Oregon employers are required by a number of state and federal agencies to display a variety of workplace notices and posters, including:Federal Family and Medical Leave Act: https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdfOregon Family Leave Act: www.oregon.gov/boli/TA/docs/oflaposter2016englishlarge.pdSERVICE | DIVERSITY | INTEGRITY | EXCELLENCE | TEAMWORK | BELONGING | WELLBEING