Practice Coordinator - Hospital Medicine

MedAmerica • Glendora, CA

9h • $25 - $32 • Onsite

About The Position

This role acts as a coordinator for site Vituity leadership and serves as the interface between the practice, the hospital, and the community. The Practice Coordinator also liaises with the provider team, hospital C-Suite, nursing leadership, nursing staff, and the Vituity support team. This position provides essential administrative support to the site medical director and management team, including assistance with site financials such as contract stipends, expense reimbursements, and payroll timecards. The role requires acting as a super user for Vituity software applications and a point person for hospital software and hardware systems. Additionally, the Practice Coordinator may support providers as a witness in legal disputes, manage subpoenas, schedule depositions, and develop provider fee schedules. Office support duties include meeting coordination, managing office systems and supplies, organizing site events, maintaining procedure manuals, and providing customer service. The role also involves facilitating daily patient census, attending multi-disciplinary rounds, finding coverage for clinical schedules to ensure adequate staffing, and collecting minimal data metrics. Administrative support is provided for operational programs like Operations Meetings, Patient Experience, Quality/Performance Improvement, Advanced Provider and Scribe Programs, and student/resident rotations. Collaboration with leadership is key for recruiting and onboarding new providers and employees, ensuring timely recredentialing for licensed providers, and maintaining compliance with Vituity and hospital programs and mandated training. The Practice Coordinator acts as the liaison for Vituity People Operations (Human Resources), maintaining accurate site rosters and assisting with employment law and policy compliance. Responsibilities extend to medical records and data submission to Revenue Cycle Management, ensuring appropriate charge capture, and managing notifications. The role also ensures billing and documentation compliance and the completion of mandated forms and requests, including death certificates, physician office requests, and state-specific reporting.

Requirements

• High School diploma or equivalent and 0-2 years of administrative experience in an office or healthcare setting required.
• Knowledge of healthcare and medical terminology.
• Intermediate MS Excel, Word, PowerPoint, and Outlook skills
• Strong consultation skills and the ability to seek out information.
• Strong work ethic, organizational skills, and interpersonal skills.
• Ability to prioritize and work in a stressful environment.
• Ability to be self-directed, motivated, and sensitive to deadlines.
• Ability to express ideas and convey information effectively in verbal and written communications.
• Able to create positive environment, clearly understand client / customer relationships, and promotes Vituity positive image.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability to establish and maintain effective working relationships as required by the duties of the position.
• Ability to read, understand and communicate in English sufficient to perform the duties of the position.

Nice To Haves

• Associate degree in related healthcare or healthcare administration field preferred.
• Experience working in the healthcare field preferred.

Responsibilities

• Acts as the coordinator for the site Vituity leadership and as the interface for the practice to the hospital and community.
• Acts as the coordinator for the provider team with hospital C-Suite, nursing leadership, nursing staff, and Vituity support team.
• Provide administrative support to the site medical director and site management team.
• Provides support to the Medical Director and/or the Site Management Team with site financials to include, but not limited to, contract stipends, expense reimbursements, and site payroll timecards.
• Act as the super user for all Vituity software applications and as a point person for hospital software and hardware systems.
• Provide support to Vituity providers acting as a percipient witness in criminal or civil disputes including, but not limited to, receiving and routing subpoenas, scheduling depositions and trial testimony as applicable, development of a provider fee schedule, and including malpractice carrier as appropriate.
• Provide office support to include, but not limited to, meeting support, office systems, supplies, site events, position procedure manual, and customer service.
• Facilitate all aspects of the daily patient census and attend daily multi-disciplinary rounds.
• Responsible for finding coverage as needed for the site clinical schedules to ensure adequate coverage with no disruption to patient care.
• Collect minimal data metrics.
• Provide administrative support of the site operational programs to include, but not limited to, Operations Meetings, Patient Experience Program, Quality/Performance Improvement Program, Advanced Provider and/or Scribe Programs, and Student or Resident rotations.
• Collaborate with Medical Director and/or Site Management Team to ensure aspects of recruiting and on-boarding are completed for new providers and employees as well as locums and reservists and/or residents and students.
• Collaborate with Medical Director and/or Site Management Team to ensure all licensed providers are completing their recredentialing timely and appropriately for their licensing, certificates, and credentials required by Vituity and hospital Medical Staff Office.
• Collaborate with Medical Director and/or Site Management Team to ensure all site partners and employees remain in compliance with Vituity and hospital programs and other mandated training or requests.
• Act as the point person for all Vituity People Operations (Human Resources) relations to include, but not limited to, ensuring accurate site roster and assist with compliance of employment law and Vituity policies.
• Responsible for all medical records and data submission to Revenue Cycle Management in a timely manner and responsible for appropriate charge capture in designated system, sending notices and follow up as appropriate.
• Ensure billing and documentation compliance through completion of site WIP/TAD lists and answering provider routine questions.
• Ensure completion of mandated forms and requests as appropriate to include, but not limited to, death certificates, physician office requests, State specific Workers Compensation and Motor Vehicle Department reporting compliance, and pharmacy requests.

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25 plus discretionary profit-sharing contributions (eligible January following 18 months of service)
• Generous paid time off starting 3-4 weeks’ annually
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP and travel assistance included
• Wellness program
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED