Program Coordinator | Surgical Clinic

Logan Health Medical Center•Kalispell, MT

20h

About The Position

This position assists in the operational support and coordination of designated program(s). Responsible for the oversight and completion of program services ensuring the needs of the population served while adhering to established schedules, specifications, and budgets. Ensures organizational compliance and ongoing readiness with the accreditation standards as set forth by regulatory agencies and as applicable to assigned area(s). Our Mission : Quality, compassionate care for all. Our Vision : Reimagine health care through connection, service and innovation. Our Core Values : Be Kind | Trust and Be Trusted | Work Together | Strive for Excellence.

Requirements

Minimum of one (1) of the following required as applicable to assigned area(s).
Minimum of two (2) years’ experience in a healthcare environment working with complex administrative support tasks.
Minimum of three (3) years’ experience in administrative role.
Minimum of two (2) years’ experience in a professional print shop setting and able to design forms utilizing publishing and forms software.
Minimum of three (3 years’ experience in a medical setting.
Minimum of two (2) years’ experience in a similar role.
Minimum of three (3) years’ experience in customer experience, employee experience, or human resource experience role
Additional requirements as applicable to assigned area(s): Strong understanding of software applications.
Experience with database, reporting software, electronic medical records (EMR) applications.
Demonstrated ability to run high-speed duplication, drill press, paper cutter and laminating machines.
Demonstrated project management, problem solving, and analytical skills.
Demonstrated knowledge of government regulations and guidelines.
Demonstrated knowledge of professional practice standards, regulatory requirements, and systems operations.
Possess comprehensive working knowledge of rules and regulations pertaining to designated program(s).
Proficient in the use of spreadsheets, graphics, and database management.
Excellent organizational skills, detail-oriented, a self-starter, possess critical thinking skills and be able to set priorities and function as part of a team as well as independently.
Commitment to working in a team environment and maintaining confidentiality as needed.
Excellent verbal and written communication skills including the ability to communicate effectively with various audiences.
Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
Possess and maintain computer skills to include working knowledge of Microsoft Office Suite and ability to learn other software as needed.

Responsibilities

Serves as the organizational expert for program standards.
Creates program materials, establishes staffing requirements, and ensures the program achieves stated objectives.
Provides administrative support to leadership, which may include, but may not be limited to; correspondence, scheduling, coding and processing of department invoices, implementation of program policies/procedures; maintains leadership’s calendar, monitors emails and phone logs; assists with hiring documents and process, orientation, ongoing education, performance evaluation documents, maintains files, and provides support within the department as requested.
Responsible for timely reporting of data as required meeting accreditation standards.
Prepares financial statements and maintains records pertaining to program activities.
Responsible for dissemination of changes to members of committee and sub-committees as appropriate.
Processes program expense reimbursements, orders supplies, distributes mail, creates invoices, and processes end of month reports as necessary as applicable to assigned area(s).
Assists in researching new regulations and the effect on the program; makes suggestions for implementation; stays current with industry trends as they relate to job responsibilities as applicable to assigned area(s).
Coordinates and maintains the cultivation, retention, and stewardship of program partnerships as applicable to assigned area(s).
Reviews policies and procedures per department protocol to ensure compliance with accreditation standards as applicable to assigned area(s).
Monitors and updates information on designated webpages in collaboration with leadership and marketing per department protocol and as applicable to assigned area(s).
Works with leadership and committees as necessary to enhance program services.
Performs program and location analysis, data collection, site usage, program effectiveness, and the presentation of process improvement recommendations.
Assists leadership with operating budgets, monitors invoices for department accounts and monthly P&L analysis, department expenses and revenues as applicable to assigned area(s).
Assists leadership with on-site inspections, reports, software and/or hardware implementations, etc. per department protocol and as applicable to assigned area(s).
Provides consistent follow through on issues and timely escalation of matters as needed.
Acts as a liaison for multiple stakeholders per department protocol and as applicable to assigned area(s).
Coordinates billing and tracking of multiple tasks per department protocol and as applicable to assigned area(s).
Performs as authorized Signatory for all Glacier Park International Airport badge requirements for all aviation personnel; assists leadership in updating of FAA required documents and manuals; acts as the ALERT Designated Employer Representative (DER) for the DOT drug and alcohol testing program per department procedure and protocol.
Administers configuration of the Concur expense management system to ensure compliance with all relevant internal policies, procedures and standards; assists stakeholders with interfaces to program; ensures travel booking system meets the service requirements as defined in the service agreements; reviews and audits expense reports to ensure compliance with LH policies.
Assists with implementation of programmatic development to improve consumer, student, patient, employee, and provider experience; interfaces with digital door, human resources, recruitment, and practice council to advance retention, engagement, and recruitment programming.
Conducts initial visits/screening to determine needs and to connect the Care Receiver to appropriate community resources; coordinates services, works in partnership with appropriate provider(s) to eliminate barriers.
Maintains documents to ensure IRB oversight and reporting in accordance with regulatory requirements and clinical trials protocols; reviews clinical trial regulatory documents, organizes review, and provides oversight and reporting functions; ensures compliance with the IRB Handbook and IRB policies and procedures.
Assists with rotation schedules, ensures agreements, credentialing and other required documentation is in place, schedules and proctors exam rooms, ensures all students, residents, and fellows are in compliance with all related policies, procedures, screening, hiring, and credentialing requirements as appropriate to their role.
Triages, oversees, and escalates patient complaints to appropriate leadership per policy, assists with implementation of programmatic development to perform customer service recovery, identify risk, and mitigate poor experiences, serves as chair of the Grievance Committee.
Performs design and layout services and performs quality control on finished jobs.