Site Coordinator

Relias Healthcare•Jackson, MS

9h•Onsite

About The Position

Duties and Responsibilities People Understanding that providers are Relias’ number one priority and greatest asset, the Site Coordinator will oversee the performance and provide the resources for the providers to succeed. Our mission is to provide environments where providers are valued and empowered to provide the best care possible in a timely and professional manner. The Site Coordinator keeps lines of communication open with staff to ensure high morale and a professional, healthy practice atmosphere. Recognize situations that need to be elevated and assist with resolution on issues that arise on a day-to-day basis. Works with providers to ensure new processes are communicated, implemented properly, and providers understand expectations. Work with Relias Healthcare to understand and focus on the culture of the practice. Work to cultivate a practice that is centered around the identity of our passions and values. Maintain strict confidentiality in all matters encountered in the role of Site Coordinator. Informing marketing and event coordinators of upcoming events, and coordinate personnel to attend. The Site Coordinator will manage the Relias portal for the site, oversee practice communication, and ensure that messages are consistent across our practice. The Site Coordinator will maintain a provider roster which includes but is not limited to the following: provider emails, addresses, licensure information, DEA numbers, and certifications. The Site Coordinator will be responsible for managing, coaching, and developing the Nurse Coordinator. Respond to a provider that reaches out within 24 hours Scheduling Daily schedule maintenance with collaboration with the nursing coordinator and oversight from the Practice Operations Executive, medical director(s), and/or Corporate Medial Director over Scheduling. Upkeep When to Work, by uploading new providers, maintaining email addresses, and sending out login information. The Site Coordinator will assist with room reservations and scheduling of monthly meetings at each site. The Site Coordinator will capture meeting minutes from team meetings. Collaborate with the Director of Staffing and Recruitment to assess staffing needs, including locum support and additional pay adjustments required to maintain coverage Recruitment & Onboarding Partners with the Site Medical Director, Lead APC, and recruitment team to review potential provider candidates. Assists in interviews and site visits coordination with the recruitment team. Supports offer creation and contract updates for new and existing providers. Ensures a seamless onboarding process by working closely with the Recruitment and Corporate Operations Team. Assists with provider credentialing in partnership with Relias and facility MSO teams, as well as payor credentialing groups. Maintain provider compliance by tracking licensure, certifications, and regulatory renewals in partnership with Relias MSO office. Oversees all aspects of pre-boarding, onboarding, and off-boarding for providers at assigned sites, in coordination with the Central Operations Team and Practice Operations Navigator. Maintains and updates site-specific onboarding manuals, collaborating with Central Operations to ensure accuracy. Staff Retention & Engagement Maintain a community of engagement for all providers (day team, night team, Full-Time and PRN). this may Include occasional rounding at odd hours to ensure visibility. Consistently communicate the message of Relias’ Mission and Passions - that the provider is our priority. Assists with coordinating celebrations and value initiatives for our providers and teams. The Site Coordinator will collaborate with the office of the CEO and Chief People Person on celebrations and life events for our providers and teams. Assists with educational sessions for nursing staff and providers that facilitate process improvements. Serve as the voice of the provider team by actively representing their concerns and elevating feedback to the Relias Leadership Team for support and resolution. Facility Engagement The Site Coordinator will actively attend various facility committee meetings as requested in collaboration with the other clinical leaders at the site and disseminate information as appropriate. Will attend and report out metrics daily at the facility safety huddle. Will participate in daily dialogue with facility leaders and the clinical team to help facilitate movement and break down clinical barriers. Innovation Understanding that a core passion of Relias Healthcare is never to remain complacent in the way that we run our organization. We embrace creativity and forward-thinking approaches to solve challenges, ensuring we stay ahead in a competitive landscape through groundbreaking ideas and technology. Present new business ideas to leadership that support growth, expansion and enhanced provider experience. Submit a minimum of one charter request per quarter Collaborate with the Practice Operations Team on process improvement and educational initiatives that strengthen provider support and operational excellence. Assist the Corporate Medical Staff Specialist with keeping provider documents up to date in Modio and assist with reaching out to the providers as documents are set to expire, as needed. Assist with making sure that all new provider information is acquired and processed during pre-boarding. Quality The consistent quality of the services we provide is what will allow Relias to maintain its contracts. We must evaluate our stakeholders and hold all parties accountable. We uphold the highest standards in our processes, products and services to ensure excellence in every aspect of our operations Ensure that all providers are properly using the Relias Portal and all platforms. Assist in ongoing focused education courses for/by the facility and/or our Education Department, as appropriate to the staff, patient population, and facility needs. Maintain current task updates in the project management suite and keep the broader team informed of progress. Review monthly quality data and scorecards provided by the Quality Team, presenting insights to providers and facility leadership. Collaborate with the Practice Operations Navigator and Centralized Operations Team to maintain a current and accurate provider roster (e.g., contact info, licensure, DEA, certifications). Value The Site Coordinator must understand that Relias does not function like other staffing organizations regarding profit margins. The financial success of our organization requires that we remain engaged in our cost structure and look for ways to reduce overall operational costs. The Site Coordinator plays a key role in supporting this mission by promoting cost-conscious operations and resource optimization Continually look for ways to reduce costs to Relias and operate the department within budget. Search for ways to add value to our partner hospitals through our team and strengthen relationships. Complete and submit payroll tasks for each site, ensuring accuracy and timely communication with the Finance Team Communicate chart deficiencies to providers and monitor completion to ensure timely and accurate documentation. Partner with the Revenue Cycle Team to track and resolve incomplete documentation, as reported by the billing company Monitor scheduling against budgeted hours to maintain fiscal alignment. Excellence To become successful as an organization, we will strive toward excellence in each interaction, decision, and responsibility. 1) Set Clear expectations 2) Provide the resources to do the job 3) Hold one another accountable = Excellence. The success of our company is a measure that we should use to escalate our performance to a level of excellence. To become successful, we will strive toward excellence in each interaction, decision, and duty. Attend Daily Relias Huddles and Tuesday Morning Meetings. Ensure that each communication is professional, branded, and concise. Must attend Relias/Facility functions asked by corporate office when not on vacation. Follow the 5 steps to no-fail meetings: Decide, Schedule, Prepare, Meet and Follow Up. Always set a Purpose and Objective for the meeting. Maintain a professional appearance at all Relias and facility sanctioned activities. Report Herald Events in MyPortal to identify opportunities for improvement. Use the Time-Off Planner in MyPortal to request time-off, making sure to complete the preparation list before being off. Use the Provider Issue Form in MyPortal to track provider issues. Report worker’s compensation or on the job injuries to the Human Resources Department. Other job-related duties as assigned.

Requirements

Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy
Ability to work under time constraints when data is needed expeditiously
Strong knowledge of Microsoft Office and excel and medical terminology
Team-Oriented worker with strong interpersonal communication skills

Responsibilities

Oversee the performance and provide the resources for the providers to succeed
Keep lines of communication open with staff to ensure high morale and a professional, healthy practice atmosphere
Recognize situations that need to be elevated and assist with resolution on issues that arise on a day-to-day basis
Work with providers to ensure new processes are communicated, implemented properly, and providers understand expectations
Work with Relias Healthcare to understand and focus on the culture of the practice
Work to cultivate a practice that is centered around the identity of our passions and values
Maintain strict confidentiality in all matters encountered in the role of Site Coordinator
Inform marketing and event coordinators of upcoming events, and coordinate personnel to attend
Manage the Relias portal for the site, oversee practice communication, and ensure that messages are consistent across our practice
Maintain a provider roster which includes but is not limited to the following: provider emails, addresses, licensure information, DEA numbers, and certifications
Responsible for managing, coaching, and developing the Nurse Coordinator
Respond to a provider that reaches out within 24 hours
Daily schedule maintenance with collaboration with the nursing coordinator and oversight from the Practice Operations Executive, medical director(s), and/or Corporate Medial Director over Scheduling
Upkeep When to Work, by uploading new providers, maintaining email addresses, and sending out login information
Assist with room reservations and scheduling of monthly meetings at each site
Capture meeting minutes from team meetings
Collaborate with the Director of Staffing and Recruitment to assess staffing needs, including locum support and additional pay adjustments required to maintain coverage
Partners with the Site Medical Director, Lead APC, and recruitment team to review potential provider candidates
Assists in interviews and site visits coordination with the recruitment team
Supports offer creation and contract updates for new and existing providers
Ensures a seamless onboarding process by working closely with the Recruitment and Corporate Operations Team
Assists with provider credentialing in partnership with Relias and facility MSO teams, as well as payor credentialing groups
Maintain provider compliance by tracking licensure, certifications, and regulatory renewals in partnership with Relias MSO office
Oversees all aspects of pre-boarding, onboarding, and off-boarding for providers at assigned sites, in coordination with the Central Operations Team and Practice Operations Navigator
Maintains and updates site-specific onboarding manuals, collaborating with Central Operations to ensure accuracy
Maintain a community of engagement for all providers (day team, night team, Full-Time and PRN). this may Include occasional rounding at odd hours to ensure visibility
Consistently communicate the message of Relias’ Mission and Passions - that the provider is our priority
Assists with coordinating celebrations and value initiatives for our providers and teams
Collaborate with the office of the CEO and Chief People Person on celebrations and life events for our providers and teams
Assists with educational sessions for nursing staff and providers that facilitate process improvements
Serve as the voice of the provider team by actively representing their concerns and elevating feedback to the Relias Leadership Team for support and resolution
Actively attend various facility committee meetings as requested in collaboration with the other clinical leaders at the site and disseminate information as appropriate
Attend and report out metrics daily at the facility safety huddle
Participate in daily dialogue with facility leaders and the clinical team to help facilitate movement and break down clinical barriers
Present new business ideas to leadership that support growth, expansion and enhanced provider experience
Submit a minimum of one charter request per quarter
Collaborate with the Practice Operations Team on process improvement and educational initiatives that strengthen provider support and operational excellence
Assist the Corporate Medical Staff Specialist with keeping provider documents up to date in Modio and assist with reaching out to the providers as documents are set to expire, as needed
Assist with making sure that all new provider information is acquired and processed during pre-boarding
Ensure that all providers are properly using the Relias Portal and all platforms
Assist in ongoing focused education courses for/by the facility and/or our Education Department, as appropriate to the staff, patient population, and facility needs
Maintain current task updates in the project management suite and keep the broader team informed of progress
Review monthly quality data and scorecards provided by the Quality Team, presenting insights to providers and facility leadership
Collaborate with the Practice Operations Navigator and Centralized Operations Team to maintain a current and accurate provider roster (e.g., contact info, licensure, DEA, certifications)
Continually look for ways to reduce costs to Relias and operate the department within budget
Search for ways to add value to our partner hospitals through our team and strengthen relationships
Complete and submit payroll tasks for each site, ensuring accuracy and timely communication with the Finance Team
Communicate chart deficiencies to providers and monitor completion to ensure timely and accurate documentation
Partner with the Revenue Cycle Team to track and resolve incomplete documentation, as reported by the billing company
Monitor scheduling against budgeted hours to maintain fiscal alignment
Attend Daily Relias Huddles and Tuesday Morning Meetings
Ensure that each communication is professional, branded, and concise
Must attend Relias/Facility functions asked by corporate office when not on vacation
Follow the 5 steps to no-fail meetings: Decide, Schedule, Prepare, Meet and Follow Up
Always set a Purpose and Objective for the meeting
Maintain a professional appearance at all Relias and facility sanctioned activities
Report Herald Events in MyPortal to identify opportunities for improvement
Use the Time-Off Planner in MyPortal to request time-off, making sure to complete the preparation list before being off
Use the Provider Issue Form in MyPortal to track provider issues
Report worker’s compensation or on the job injuries to the Human Resources Department
Other job-related duties as assigned