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Operations Coordinator, Hospitalists/ED

Company: Bassett Healthcare
Location: Oneonta
Posted on: September 21, 2023

Job Description:

The best thing about this role Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible. Recently named a Forbes America's Best-In-State Employer 2022! $10,000.00 SIGN-ON BONUS (connect with our Talent Acquisition team on eligibility requirements) What you'll do The Operations Coordinator will work Full Time, Days. The following section contains representative examples of work that will be performed in positions allocated to this classification. Bassett Healthcare is a dynamic organization, and the environment can be fluid. Roles and responsibilities can often be expanded to accommodate changing patient or organizational needs and conditions as well as to tap into skills and talents of employees. Accordingly, employees may be asked to perform duties that are outside the specific functions that are listed. Responsible for creating, tracking and documenting provider schedules across the network. The Operations Coordinator develops, administers and coordinates complex clinical schedules for network hospitalists and ensures that all rotation schedules are fully staffed at network sites 100% of the time. (2808 BMC shifts, 1456 LFH shifts, 2184 Fox shifts = 6448 shifts per year). (8 shifts/day at BMC, 4 shifts/day at Fox, 2 shifts/day at LFH; 365 days per year). This requires developing relationships with 60+ providers that fill in shifts and coordinating last minute changes. The Operations Coordinator maintains all the provider scheduling rules that align with completing an accurate schedule 100% of the time. The Operations Coordinator ensures that each provider is scheduled for their annual number of required shifts Constantly coordinating and adjusting to scheduling changes at a moments notice for three network sites. The Operations Coordinator coordinates time off requests in provider schedules Works with per diem employees/contractors/Locum providers at all locations to coordinate open shift needs. Ensures that weekend and overnight coverage is complete. Works with Columbia/Bassett Medical School Coordinator to ensure that students and hospitalist preceptor are assigned to appropriate teams. Coordinates provider schedules with intern and resident training sessions. Maintains accurate data in all systems including AMION, Bassett call center on call schedules, and the Network Hospitalist data management system. The Network Operations Coordinator is responsible for maintaining daily communication with bed management and tracking accurate patient census for each inpatient team. Coordinates and schedules all Hospitalist EPIC Training Oversees and produces data reports for the ED network. Acts as a resource for providers, staff, patients and other departments. Provides information about Bassett Policies and Procedures. This position successfully fields all network patient calls to adjudicate problems and navigate our network system on behalf of the patient. The Coordinator requires detailed knowledge of Bassett systems, departments, and clinical knowledge of all areas to assist with follow up care after hospital discharges, medication and testing questions. Coordinator is responsible for assisting with the daily coordination of work for the Administrative Assistant in the division. Coordinator takes action to solve issues regarding the schedules that may arise in the absence of the Hospitalist Chief and Associate Chief, Critical Care Chief, Administrative Director and Manager. Plans and coordinates new provider onboarding throughout the three network sites (including locums). This comprises setting up health commerce accounts, Epic accounts, other IT requests, obtaining tokens for prescribing, arranging Epic training, coding training, orientation with Bassett policies and procedures at all network locations. Coordinates with Medical Staff Affairs division interviews and orientation process for new providers. Works with Facilities to identify space needs for providers and staff. Requests and monitors appropriate computer access for all new and existing staff. Requests electronic equipment needs of providers through Information Services and Communications (i.e. computers, cell phones, pagers) Managers, providers and employees are provided with the information or assistance they request in the first phone call as observed by the Administrative Director of Medicine and as reported in 360 degree feedback solicited from providers and managers on an annual basis. Information is provided in a collegial manner. Coordinator is responsible for updating and editing official forms as needed and working with the print shop to ensure accurate updates and timely replenishment throughout the Divisions. Coordinator is responsible for facilitating all aspects of EPIC implementation for Hospitalists and critical care providers, including training, serving as a super-user, identifying and communicating changes in workflow, developing downtime procedures, facilitating communication among providers working 24/7 schedules. Coordinator handles all questions, concerns and coordinating clinic scheduling for patients transitioning from inpatient to outpatient. Coordinator is developing and maintaining a system to monitor that physicians submit daily charges for each patient on their respective service. Coordinator is also responsible for preparing expense reimbursement forms for all network providers and staff traveling to regional locations. Coordinator is responsible for collecting and maintaining up to date OPPE files across multiple network sites. Coordinator is responsible for ensuring patient complaints and requests to discharge patients from practices are handled according to Bassett policy. The Coordinator ensures all division provider requests for the use of CME and time off follow Bassett policy. Coordinates post discharge care for patients. Coordinates expenses for ED practitioners. Assigns the daily work of the division clerical staff (executive assistant) to ensure accessibility, calls are handled efficiently, basic office tasks are completed each day and the quality of work is consistently satisfactory or above. Assesses, develops and implements plan for staff orientation, development and education as measured by supervisor review of the plan. Ensure that phones are answered promptly, meetings are scheduled with only rare mistakes, and mail is handled/distributed as received each day. Ensure that clerical staff has the information and resources needed to perform their jobs efficiently and effectively. Provide staff with customer service training opportunities/updates. Maintain effective communication through regular monthly meetings and other communication for employees. Establishes and maintains online manual outlining procedures and protocols associated with scheduling functions to ensure scheduling accuracy 95% of the time as noted by providers, Administrative Director and customers we serve. Work interdepartmentally to ensure that department operations function efficiently. Work collaboratively to identify problem areas and implement changes as necessary. Manage information systems for the Department. Maintain Division website to ensure accurate and informative to all users as measured by ongoing feedback from providers, employees, managers and other departments. Works in conjunction with Medical Staff Affairs to maintain all aspects of physician credentialing to ensure compliance based on Medical Staff Affairs feedback and review of provider files. Interacts effectively and sensitively with all members of the Bassett Healthcare Network team. Develop and maintain good working relationships with all hospitalists, specialty physicians, clinical support staff, schedulers, recruiting, credentialing, and IT staff. Serves as the liaison with Hospital Bed Management and Case Management to ensure accurate list of inpatients by inpatient provider teams. Reviews daily hospital bed management reports. Maintains inpatient provider team data base. Communicates any changes. Works cooperatively with all coworkers from all department by treating them with courtesy, respect and compassion. Presents a positive image of Bassett Healthcare through professional appearance and behavior. Establishes timely and effective communication with the department staff to ensure vital operational information is shared. Exercises independent judgment within the scope of responsibilities and absence of direct authority. Performs similar or related duties as requested or directed. Performs other duties as requested and observed by supervisor or manager. What we need from you Education: Associates degree required. High School diploma/GED highly preferred with an additional 2 years of relevant experience may be considered. Bachelors degree in Business Administration, Healthcare Administration, Finance or related field may be substituted for 2 years of healthcare experience. Experience: Minimum 5 years experience in a healthcare environment. Project management/planning experience desirable. Licensure/Certificates: Valid NYS Drivers license. Skills: Proven ability to organize and manage complex systems and projects is required. Advanced knowledge of database software and Microsoft office required. Demonstrate knowledge of hospital and health systems operations. Strong oral and written communication skills are required. Good presentation skills to present to Leadership. Facilitate team meetings and cooperation. Proactive, creative approach to the work required is a plus. Ability to work independently and self-directed in a professional environment. Ability to work effectively and efficiently under tight deadlines, high volumes and multiple interruptions. Ability to read and compose business correspondence and communicate effectively with all levels of the organization. Ability to manage multiple tasks. Ability to work in a team environment. Physical Requirements:. Sitting for extended periods of time at computer terminal Must be will to travel to network hospital and other sites as needed. Benefits: Our commitment to our employees includes benefit programs that are designed to meet the various needs across our employee population. Medical, dental and vision insurance Life insurance and disability protection Retirement benefits and more Throughout our network, we take a balanced approach to the benefits we offer. Many benefits are company-paid, while others are available through employee contributions. Specific benefit offerings may vary by location and/or position. We love the difference people bring We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law. Pay Range Minimum USD $20.29/Hr. Pay Range Maximum USD $30.44/Hr. Salary is based on a variety of factors, including, but not limited to, qualifications, experience, education, licenses, specialty, training, and fair market evaluation based on industry standards. The above compensation range represents a good faith belief of the compensation range by Bassett Healthcare Network, and its entities and affiliates, at the time of this posting or advertisement.

Keywords: Bassett Healthcare, Utica , Operations Coordinator, Hospitalists/ED, Healthcare , Oneonta, New York

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