Practice Site Coordinator

Ocean Health Initiatives•Lakewood Township, NJ

6h•$0 - $27

About The Position

Reporting directly to the Senior Director of Practice Management, the Practice Site Coordinator (PSC) supervises daily operations at an assigned site, ensuring the practice runs smoothly and efficiently in accordance with OHI policies and regulations. This hands-on position requires active participation in fulfilling OHI’s mission and overseeing non-clinical functions that enhance the patient experience. The PSC coordinates site operations, workflows, staffing, performance, training, patient concerns, quality initiatives, safety, facilities, purchasing, reporting, productivity, and financial procedures. The role works closely with the Regional Practice Director (RPD), departmental leaders, and external organizations to support organizational goals and compliance standards.

Requirements

Associate degree in a related field.
Two to three years of experience working in a healthcare setting.
Proficiency in Microsoft Office 365.

Nice To Haves

Two to three years of experience with an EMR in a healthcare setting.

Responsibilities

Supervise daily functions of the multispecialty practice, including coordination of patient care services and staff.
Conduct daily site and departmental walkthroughs to ensure a safe, clean environment aligned with infection-control practices, and escalate findings as necessary.
Ensure pre-EOC and monthly rounds are conducted with team participation, follow through on findings, and discuss open or delayed items at CQI meetings.
Set daily priorities, organize workflows, and assign staff roles and downtime tasks.
Support staff in meeting established goals and metrics, and monitor performance and virtual productivity.
Conduct scorecard reviews and collaborate with the RPD on corrective action or performance improvement plans.
Respond to patient complaints calmly and professionally, review incoming complaints within 72 business hours, escalate when needed, and report findings to the CQI committee.
Facilitate quality initiatives, participate in committees, contribute to continuous improvement, and promote the PDSA process.
Report building and maintenance needs to Facilities and security or safety concerns to the VP of Operations.
Monitor, address, and report patient-care concerns to the CMO and/or DON as necessary.
Follow OHI purchasing policies and procedures and maintain appropriate inventory levels.
Work with the RPD to resolve departmental and organizational challenges efficiently and with minimal disruption.
Maintain working knowledge of operational technology systems, including the EMR.
Use scorecard data to evaluate training needs and develop training to improve staff performance.
Collaborate with the RPD to develop and deliver staff training, create training materials, and evaluate training effectiveness.
Work with the RPD on site onboarding, staff introductions, and creating a welcoming environment for new hires.
Promote staff engagement and retention and recognize team contributions.
Track and enforce daily departmental huddles, ensuring they are documented and electronically filed.
Communicate organizational and practice updates to site staff and ensure staff follow the OHI Employee Handbook and guidelines.
Participate with the RPD and departmental supervisors in developing introductory and annual performance appraisals for site staff.
Prepare comprehensive monthly reports for the RPD for Board of Directors presentations, including site metrics, productivity, achievements, and challenges.
Review and approve site staff timecards.
Review Athena and staff schedules and collaborate with the RPD and Scheduling Specialist to ensure adequate staffing while managing PTO, call-outs, tardiness, and opening and closing schedules.
Review daily productivity and collaborate with the CEC Director to meet productivity goals.
Prepare bank deposits, complete the bank transfer log, send reconciliation packages to Finance, and promptly report discrepancies to the RPD.
Ensure cashboxes are used according to protocol and conduct regular audits.
Collaborate with Marketing to improve and promote OHI services.
Collaborate with the Lab-Corp supervisor to support laboratory services.
Build and maintain relationships with external organizations, including NJCEED and Cologuard, and programs to support mutual goals.
Use Monday.com to support project goals and deadlines.
Facilitate daily and weekly reports for PARs and clinical support staff and ensure timely completion.
Achieve key performance indicator goals and collaborate with the RPD and other departmental leads to improve site performance.
Monitor site use of Phreesia and run reports related to patient satisfaction, organizational success, system updates, and utilization errors.
Assist with execution of new software products when applicable and support telehealth operations.
Address staff learning and development needs with the RPD.
Participate in safety programs and committee meetings.