Operations Coordinator
Description
Purpose: The Operations Coordinator, with a high degree of autonomy, will organize and coordinate
office administration and procedures, in order to ensure departmental effectiveness, efficiency and
safety of patients who transition to the community. This includes maintaining intra-office
communication protocols, streamlining administrative procedures, inventory control and support to
staff and leadership. Population served based on scope of services in the department.
Essential Responsibilities:
1. Supports the daily operations of the department including, developing and implementing office
policies and standards, acting as the point person for maintenance, mailing, shipping, supplies,
equipment, bills and errands; Organizing and scheduling meetings and appointments and by
carrying out the planning and execution of equipment procurement.
2. Runs and prepares Case Management reports and assists with creating presentations for
monthly Utilization Review Committee meetings.
3. Assists staff in identifying gaps in services or other problems in procuring.
4. Requests medical records for appeals, following processes established by the Health Information
Management Department.
5. Assists in timely sorting and disseminating requests for medical information from insurers and
other sources to the case managers, denials specialists and/or physician advisors.
6. Reviews and accurately records daily staff attendance, routine time off, and unscheduled time
off via excel in the payroll system and submits it for final review by department leader. API
editor for the department.
7. Responds to inquiries and facilitates communications with the System Business Office related to
appeals, denials, and clinical reviews.
8. In collaboration with a case manager, alerts staff of pending patient discharge as soon as
arrangements are made, verifies authorization was obtained and arranges for appropriate
transportation for patient discharge, including Medicaid transportation per established process.
Handles patient/customer complaints and elevates as appropriate.
9. Tracks and monitors department expenditures and reconciles expenses and vouchers charged to
operational and patient relief budget including reconciling bills for charity services for
transportation and medication. Processes and monitors case manager’s submission of DME
vendor paperwork and check request, ensuring appropriate payment.
10. Provides IT security paperwork for high volume community partners who request access to
review records of referred patients.
11. Manage patient functional status needs for transportation and obtain insurer data using the
EMR system.
12. Supports functions of case managers through communication, retrieval of information from
medical records and other designated tasks.
13. Maintain and Model REACH Values (Respect, Excellence, Accountability, Compassion, Honor).
14. Demonstrates regular, reliable and predictable attendance.
15. Performs other duties as required.
Education and Experience Requirements:
• Associate Degree or equivalent experience.
• Minimum of one to three (1-3) years health care related experience in a fast-paced office
environment.
• PREFER: Payroll/Time and Attendance experience.
• PREFER: Experience with Cerner or related EMR system.
Minimum Knowledge, Skills and Abilities Requirements:
• Knowledge of common medical terminology and insurance plan concepts..
• Excellent written and verbal communication skills
• Time management skills with the ability to multi-task.
• Attention to detail and problem solving skills.
• Proficient in MS Office (Word, Excel, Power-point)
• Must be able to work independently, problem solve, manage stress, and prioritize work.
• Ability to form positive, collaborative relationships with hospital staff, providers, patients and
families.
License, Registration, or Certification Requirements:
• Current Notary, or obtained within 6 (six) months of hire
Working Conditions:
Manual: significant manual skills/motor coord & finger dexterity
Occupational: Little or no potential for occupational risk
Physical Effort: Sedentary/light effort. May exert up to 10 lbs. force
Physical Environment: Generally pleasant working conditions
Company: Vassar Brothers Medical Center
Org Unit: 1190
Department: Care Coordination
Exempt: No
Salary Range: $16.00 - $29.51 Hourly