Admin Operations Coordinator II - Family Medicine

Northwestern Memorial Healthcare • Wheaton, IL

6h • $28 - $42

About The Position

The Admin Operations Coordinator II manages the daily operations of medical practice site(s), supervises administrative support personnel, coordinates provider schedules, manages practice collections, and ensures service excellence, including service recovery when needed. The position reports to the Operations or Practice Administrator and supervises staff while personally performing direct clerical tasks approximately 20% of the time. The role adheres to Northwestern Medicine’s mission, values, Code of Ethics, Corporate Compliance Program, and applicable policies, procedures, regulatory requirements, and accreditation standards.

Requirements

• Bachelor's degree or equivalent work experience.
• At least three years of 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.
• Leadership experience.
• Working knowledge of medical software, Microsoft Word, and Excel.
• Experience managing daily cash activity and reconciling income reports with daily payments.

Nice To Haves

• Knowledge of CPT and ICD-9 coding.
• Supervisory experience.

Responsibilities

• Manage workload distribution and prioritize tasks.
• Communicate with staff about quality and productivity, receiving and providing feedback.
• Perform day-to-day clerical functions in assigned areas for approximately 20% of the time when not performing coordinator functions.
• Supervise and direct front-line clerical staff.
• Participate in interviewing, hiring, training, progressive discipline, dismissals, and performance appraisals.
• Oversee day-to-day office operations within budget guidelines.
• Manage provider schedules and templates to optimize patient care hours and productivity.
• Schedule staff and allocate resources across operating hours to maximize patient access and satisfaction, provider and staff productivity, efficiency, cost savings, and operational efficiency.
• Conduct timely and accurate cash management, including overseeing co-pay and patient-balance collection, in-house cash balances, and bank deposits.
• Ensure service excellence and provide service recovery as needed.
• Manage office and supply expenses within budget.
• Ensure accurate data collection and entry by site staff through training and compliance monitoring, and oversee information flow to and from central administrative offices.
• Conduct regular office staff meetings in coordination with the Operations Administrator.
• Attend and actively participate in leadership meetings.
• Maintain patient dignity and confidentiality.
• Review and approve automated time reports for accuracy.
• Develop tools to support staff and improve efficiency.
• Provide input into staff performance reviews and, when appropriate, participate with the manager in conducting reviews; coach and mentor staff one-on-one as needed.
• Plan, execute, and resolve routine practice technical needs involving phones, copiers, fax machines, and PCs.
• Monitor daily transaction activity for compliance with policies and procedures.
• Resolve complex or critical situations involving patients, staff, and customers, consulting the manager for guidance as needed.
• Implement policies and procedures established by RMG or department leadership.
• Complete other duties as assigned.

Benefits

• Tuition reimbursement
• Loan forgiveness
• 401(k) matching
• A wide range of benefits supporting physical, emotional, and financial well-being and protection for unexpected life events

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level