Medical Staff Operations Coordinator

HopeHealth•Providence, RI

15h

About The Position

The Medical Staff Operations Coordinator plays a critical role in ensuring seamless scheduling, operational coordination, and executive‑level administrative support for medical staff across Palliative Care (hospital, clinic, and community‑based settings) and Hospice. This role co-leads with Medical Staff Leadership the design, implementation, and ongoing management of a comprehensive scheduling platform; manages medical staff coverage needs; and serves as the operational and organizational support partner to Medical Staff leadership. The position coordinates for medical staff operations, supporting leadership through meeting participation, documentation, follow‑up action, and alignment of departmental and organizational policies and processes. Strong data, technical, organizational, and project management skills are essential, along with expertise in navigating electronic health records and supporting workflows. The overarching goals of this role are to support the efficient and effective delivery of consistent, high‑quality patient care by HopeHealth’s medical staff and to strengthen team’s engagement, effectiveness, and alignment of the medical staff.

Requirements

Bachelor’s degree or equivalent experience in healthcare administration, operations, or a related field.
Experience with staff scheduling
Healthcare operations, executive or administrative coordination, or related roles.
Strong technical proficiency with scheduling platforms, databases, and Microsoft Office tools.
Demonstrated ability to manage complex calendars, meetings, and competing priorities.
Experience navigating electronic health records in a clinical or operational context.
Strong written and verbal communication skills, including documentation and follow‑up.

Nice To Haves

Experience supporting hospice, palliative care, or Advanced Illness Care programs.
Project management experience or formal training.
Strong data analysis, reporting, or systems optimization experience.
Experience supporting medical staff leadership, committees, or governance structures.
Experience supporting learner scheduling or academic clinical programs.

Responsibilities

Coordinate and manage three existing staffing schedules
In collaboration with Medical Staff leadership, design, build, implement, and maintain a scheduling platform supporting physicians and advanced practice providers across palliative (inpatient, outpatient, and community‑based sites) and hospice, bring existing calendars and on-call schedules built in Excel into Shiftboard, a scheduling platform
Ensure accurate alignment of schedules across scheduling platforms and the organization’s electronic health record, including updates for non‑working days, alternate assignments, and cross‑coverage for home and long-term care palliative providers
Coordinate communication with medical staff, clinical leaders, and clinical teams regarding coverage needs, schedule changes, and contingency planning.
Provide executive support to Medical Staff leaders, supporting prioritization, organization, and operational follow‑through.
Attend Medical Staff leadership, operational, and project meetings, as assigned.
Prepare meeting agendas and materials in collaboration with leaders.
Document meeting discussions, decisions, and action items and ensure timely follow‑up and completion.
Track and coordinate action items across initiatives and workgroups to support accountability and progress.
Assist Medical Staff leaders with preparation for meetings, presentations, and communications
Support initiatives to improve medical staff engagement, operational efficiency, and consistency of care delivery.
Provide administrative support for the Medical Staff Office
Tracking, processing, and reconciling reimbursement requests.
Assist with onboarding logistics related to scheduling orientation and shadowing experiences, ensuring new medical staff, and new hospice and palliative fellows are accurately built into scheduling platforms and departmental workflows.
Support departmental operations through coordination of calendars, documentation, and shared resources.
Cross‑train with other administrative roles within the department to ensure coverage, continuity, and operational resilience.
Utilize strong data and technical skills to analyze scheduling patterns, staffing needs, and operational metrics.
Maintain and optimize scheduling platforms and related operational systems.
Partner with IT, Informatics and Analytics Departments to automate processes, improve system integrations, and support scheduling accuracy.
Maintain departmental SharePoint and other collaboration tools to support standardized workflows and communication.
Cross‑train in and provide support for patient scheduling within the Advanced Illness Care (AIC) program, as needed.
Assist with patient tracking and coordination across palliative care (hospital, clinic, and community‑based settings) and hospice to support continuity of care.
Serve as a knowledgeable resource in navigating the electronic health record to support provider workflows, scheduling accuracy, and communication across sites.
Assist with scheduling and coordination of learners (e.g., students, residents, fellows) working with HopeHealth medical staff.
Support setup of learner schedules, calendars, and access to pertinent EHRs in collaboration with clinical and administrative partners.
Ensure learner scheduling aligns with provider availability, site capacity, and program requirements.
Maintain SharePoint site for educational materials
Apply project management skills to support rollout and pacing of new operational initiatives and departmental projects.
Coordinate timelines, stakeholders, and deliverables across multiple concurrent initiatives.
Support continuous improvement efforts related to scheduling, administrative workflows, leadership operations, and care delivery.