Provider Operations Specialist

VIPcare•Tampa, FL

1d•$45,000 - $57,000•Onsite

About The Position

Our mission is Better Health. Our passion is helping others. Are you looking for a career opportunity that will help you grow personally and professionally? Do you have a passion for helping others achieve Better Health? Are you ready to join a growing team that shares your mission? Why Join Our Team: At Better Health Group, it’s our commitment, our passion, and our culture that sets us apart. Our Team Members make a difference each and every day! They support our providers and payors, ensuring they have the necessary tools and resources to always deliver best-in-class healthcare experiences for our patients. We don’t just talk the talk - we believe in it and live by it. Be part of a team that shares your passion and drive, and start living your purpose at Better Health Group.

Requirements

1+ year of experience in healthcare administration, operations coordination, training coordination, or a related administrative support role.
Familiarity with healthcare operations, provider administrative processes, or medical practice environments preferred.
Experience coordinating onboarding, training schedules, or employee development activities preferred.
Strong organizational and time-management skills, with the ability to coordinate multiple activities, manage competing deadlines, and maintain accurate records.
Excellent attention to detail and commitment to accuracy, completeness, and timely follow-through.
Strong written and verbal communication skills, with the ability to interact professionally with new hires, department leaders, providers, and internal and external stakeholders.
Ability to coordinate activities across multiple departments, follow up on outstanding items, and escalate issues appropriately.
Proficiency in Google Workspace (Drive, Docs, Sheets, Slides), including experience maintaining spreadsheets, trackers, and administrative documentation.
Ability to gather, organize, and review operational information, identify discrepancies, and support routine reporting activities.
Strong interpersonal and customer service skills, with a collaborative, responsive, and solutions-oriented approach.
Ability to follow established procedures, work independently on assigned responsibilities, and exercise sound judgment when determining when additional guidance is needed.
Ability to adapt to changing priorities and support multiple projects in a fast-paced environment.
Demonstrated ability to maintain confidentiality when handling sensitive provider, personnel, compensation, and business information.
Appreciation of cultural diversity and sensitivity toward team members, providers, and the patient populations served.
Ability to remain in a stationary position, primarily sitting, for extended periods while performing computer-based and administrative work.
Ability to regularly operate a computer, keyboard, mouse, telephone, and other standard office equipment.
Ability to communicate and exchange information in person, by telephone, and through virtual communication platforms.
Ability to review electronic records, spreadsheets, and detailed documentation for accuracy and completeness.
Ability to occasionally stand, walk, bend, and reach while performing routine office activities.
Ability to occasionally lift or carry office materials weighing up to 15 pounds.

Nice To Haves

Bachelor's Degree in Healthcare Administration, Business Administration, or a related field preferred; equivalent education and relevant experience may be considered.

Responsibilities

Provide day-to-day administrative and operational support to the Senior Manager, Provider Operations, and the broader department.
Coordinate administrative activities associated with provider onboarding, additions, transitions, and terminations, including distributing notifications, tracking required actions, and following up with responsible departments.
Maintain and update provider rosters, departmental records, and operational tracking systems to ensure information remains accurate, complete, and current.
Maintain department-specific trackers, spreadsheets, reports, and other administrative tools used to monitor operational activities, deadlines, and outstanding deliverables.
Prepare, organize, and maintain departmental documents, standard operating procedures, forms, and reference materials.
Assist with scheduling meetings, preparing agendas and materials, documenting action items, and coordinating follow-up activities.
Serve as an administrative point of contact for internal departments and designated external stakeholders regarding routine Provider Operations processes and requests.
Facilitate the exchange of information and documentation between Provider Operations and internal business partners, including Clinical Operations, Team Resources, Finance, Quality, IT, and other internal business partners.
Monitor incoming requests, respond to routine inquiries, and coordinate resolution or escalation of issues requiring additional review.
Track outstanding requests, action items, and departmental commitments, following up with appropriate stakeholders to support timely completion.
Assist with preparing and distributing departmental announcements, process updates, training communications, and other operational correspondence.
Maintain professional and responsive working relationships with internal and external stakeholders to support effective communication and service delivery.
Collect, organize, and validate operational data used in departmental reports, dashboards, scorecards, and performance tracking.
Assist the Senior Manager with preparing routine reports, presentations, meeting materials, and updates for departmental leadership.
Support departmental projects and initiatives by maintaining project trackers, coordinating meetings, documenting progress, and monitoring assigned action items.
Identify administrative workflow gaps, recurring issues, or process inefficiencies and recommend practical improvements to the Senior Manager.
Assist with implementing updated processes, procedures, and operational tools, including communicating changes and maintaining related documentation.
Ensure assigned administrative activities are completed accurately, consistently, and in accordance with established policies, procedures, and applicable requirements.
Perform additional duties as assigned.
Coordinate the onboarding and training activities for newly hired Practice Coordinators, ensuring required training sessions, resources, and departmental introductions are scheduled and communicated.
Serve as a point of contact for new Practice Coordinators throughout the onboarding and training process, providing guidance on schedules, required activities, and available resources.
Collaborate with internal training teams, department leaders, and other stakeholders to facilitate training sessions, system access coordination, and other onboarding requirements.
Maintain onboarding schedules, training trackers, attendance records, and completion documentation to monitor progress and identify outstanding requirements.
Follow up with new hires, trainers, and department leaders to address scheduling conflicts, missing information, or incomplete training activities.
Assist with preparing, organizing, and distributing onboarding materials, training resources, and related communications.