Medical Staff Operations Coordinator

HopeHealth • Providence, RI

16d

About The Position

The Medical Staff Operations Coordinator supports medical staff scheduling, operational coordination, and executive-level administrative needs across Palliative Care—in hospital, clinic, and community settings—and Hospice. Working with Medical Staff leadership, the coordinator helps design, implement, and maintain a comprehensive scheduling platform, manages provider coverage needs, and supports leadership with organization and operational follow-through.

The role coordinates medical staff operations through meeting participation, documentation, action-item follow-up, and alignment of departmental and organizational processes. It also provides administrative, technical, data, project-management, clinical-operations, and learner-scheduling support. The position aims to help HopeHealth medical staff deliver efficient, consistent, high-quality patient care while strengthening team engagement and operational effectiveness.

Requirements

• Bachelor’s degree or equivalent experience in healthcare administration, operations, or a related field.
• Experience with staff scheduling.
• Experience in 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 existing provider schedules for weekday, weekend, holiday, and overnight on-call coverage for hospice and palliative care; weekday hospice coverage for seven outpatient teams and the 30-bed Hulitar Hospice Center; and palliative weekday and weekend coverage across 14 care sites.
• Collaborate with Medical Staff leadership to design, build, implement, and maintain a scheduling platform for physicians and advanced practice providers, including migrating existing Excel calendars and on-call schedules into Shiftboard.
• Keep schedules aligned across scheduling platforms and the electronic health record, including updates for non-working days, alternate assignments, and cross-coverage.
• Communicate coverage needs, schedule changes, and contingency plans to medical staff, clinical leaders, and clinical teams.
• Provide executive and operational support to Medical Staff leaders, including prioritization, meeting preparation, presentation and communication support, and operational follow-through.
• Attend assigned Medical Staff leadership, operational, and project meetings; prepare agendas and materials; document discussions, decisions, and action items; and coordinate timely follow-up.
• Track action items across initiatives and workgroups and support efforts to improve medical staff engagement, operational efficiency, and consistency of care.
• Provide administrative support to the Medical Staff Office, including tracking, processing, and reconciling reimbursement requests.
• Coordinate onboarding logistics, including scheduling orientation and shadowing, and ensure new medical staff and fellows are added to scheduling platforms and departmental workflows.
• Coordinate departmental calendars, documentation, and shared resources, and cross-train with other administrative roles to support coverage and continuity.
• Analyze scheduling patterns, staffing needs, and operational metrics; maintain and optimize scheduling platforms and related systems; and partner with IT, Informatics, and Analytics on automation, integrations, and scheduling accuracy.
• Maintain departmental SharePoint and other collaboration tools to support standardized workflows and communication.
• Cross-train in and provide patient-scheduling support for the Advanced Illness Care program as needed, and assist with patient tracking and coordination across palliative care and hospice settings.
• Support provider workflows, scheduling accuracy, and cross-site communication by serving as a resource for navigating the electronic health record.
• Coordinate schedules and calendars for students, residents, fellows, and other learners; support access to pertinent EHRs; align schedules with provider availability, site capacity, and program requirements; and maintain the educational SharePoint site.
• Apply project-management skills to coordinate timelines, stakeholders, and deliverables across initiatives and support continuous improvement in scheduling, administrative workflows, leadership operations, and care delivery.

Benefits

• Medical, dental, and vision insurance.
• Retirement plan with employer contribution.
• Pre-tax flexible spending account for healthcare and dependent care.
• Disability coverage.
• Discounts on voluntary insurance programs.
• Life and long-term-disability insurance.
• Mileage reimbursement.
• Paid time off and paid holidays.
• One weekend of work per month, with a day off the week before and after.
• Robust orientation programs.
• Educational assistance.
• Reimbursement for certifications.
• HopeHealth Clinical Education Lab continuing education.
• A caring culture that supports employee wellbeing.

What This Job Offers

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