Health Services Operations Specialist, Post - Acute

ThedaCare • Peabody, MA

2d • Hybrid

About The Position

The Health Services Operations Specialist, Post-Acute, plays a vital role in enhancing operation efficiency, workforce management, regulatory compliance, and resident experience. This position is responsible for team member scheduling, inventory management, collaboration of multiple departments, and quality improvement. The Health Services Operations Specialist, Post-Acute, directly contributes to strategic goals such as budget control, survey readiness and resident satisfaction.

Requirements

• High School diploma or GED preferred
• Must be 18 years of age
• Three to Five years of experience in a skilled nursing facility or acute care setting
• Completion of a state approved Social Work Designee course within six months of hire

Responsibilities

• Develops and maintains staff schedules ensuring compliance with staffing ratios, and organizational policies.
• Manages team member call ins, no-shows, and shift adjustments
• Aligns with leadership on staffing census and acuity levels
• Monitors scheduling hours, overtime, and staffing-to-Resident ratios to support budget and compliance
• Administrative responsibilities such as compliance tasks, digitize appointment scheduling, coordinates resident follow up appointments, orders and referrals
• Coordinates transportation logistics for resident appointments, including scheduling, documentation and communication with Providers.
• Manages logistic schedules for residents and monthly SMV schedule
• Submits claims for nursing home-provided non-emergency medical transportation (NEMT) using HCPCS codes via the 1500 Health Insurance Claim Form of 837 Health Care Claim: Professional transaction to Forward Health
• Prepares and identifies invoices for private pay patients or their legal representatives for transportation services
• Ensures Center for Medicare and Medicaid Services (CMS) compliance for discharge planning and documentation
• Proactively schedules residents’ health care appointments such as specialty visits, dental, and wellness to ensure residents’ care needs are met to mitigate compliance concerns/risks
• Confirms team member credentials, licensing and certifications on regular basis for accurate compliance.
• Support team member training initiatives for completion
• Oversees inventory and supply ordering across multiple post-acute departments within an electronic spend-down system maintaining budget.
• Coordinates with vendors to prevent stockouts and reduce waste
• Responds to department and resident inquiries regarding product information in the ThedaCare item master.
• Responsible for new item builds using templates and maintaining data integrity.
• Facilitates daily morning meetings and coordinates action items within Froedtert ThedaCare departments.
• Communicates and align across departments for reporting purposes and follow up as necessary
• Meets new residents and/or interdisciplinary team within 72 hours of admission to screen and/or collaborate to gain understanding of clinical and social discharge needs, begin the discharge planning process, document findings in the medical record, and enable the CMS-required interdisciplinary care planning process to begin
• Monitor satisfaction surveys for Residents and family members.
• Partners with leadership providing recommendation and best practice for improving Resident satisfaction survey results.
• Ensure resident concerns are addressed with leadership for accurate follow up

Benefits

• Lifestyle Engagement e.g. health coaches, relaxation rooms, health focused apps (Wonder, Ripple), mental health support
• Access & Affordability e.g. minimal or zero copays, team member cost sharing premiums, daycare

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED