Operations Specialist

InnovaCare Health is a dynamic physician lead healthcare provider pioneering change in value-based healthcare. We operate 40 clinics with 1,100 employees who share the mission, vision, and values that drive success in each of the communities we touch. Our goal isn’t just healthcare; it’s about promoting work-life balance and supporting the personal and professional goals of each employee to help them lead their best lives.

We are an organization strengthened by our diversity and inclusion. We strive to make an impact in the community through public health education, outreach, and our philanthropic endeavors that span beyond the doors of our facilities.

As we continue to grow, we want employees, like you, who value improving the lives of those they care for each day.

Job Summary:
The Operations Specialist will be responsible for ensuring the smooth and efficient functioning of the primary care department by managing various operational and administrative tasks. This role requires attention to detail, problem-solving skills, and the ability to collaborate across teams. Key areas of focus include report management, process improvements, and supporting daily operations. The Operations Specialist will work closely with the Vice President of Operations to monitor the department’s performance and implement solutions that promote growth and efficiency.

Key Responsibilities:

Report Review and Analysis:

• Regularly review operational reports, including patient visit volumes, provider schedules, and clinic performance metrics.
• Analyze data to identify trends and provide actionable insights to leadership, recommending adjustments to optimize resource allocation.
• Compile reports for leadership meetings, summarizing key metrics and performance indicators.

Office Visit (OV) Tracker Management:

• Update and maintain the Office Visit (OV) tracker, ensuring accurate and up-to-date patient visit data is available for decision-making.
• Coordinate with clinic administrators and medical staff to ensure accurate data input for the OV tracker.
• Provide ongoing monitoring and verification of the OV tracker to ensure that discrepancies are resolved promptly.

Athena System Inbox Management:

• Oversee the management of multiple inboxes in Athena, ensuring messages are triaged and prioritized based on clinic location.
• Respond to or redirect messages in a timely manner, ensuring critical communications are addressed.
• Develop and implement standard operating procedures (SOPs) for inbox management to streamline responses across clinics.

Schedule Management and Reporting:

• Generate detailed schedule reports for primary care providers, ensuring all appointments, cancellations, and changes are communicated clearly to stakeholders.
• Collaborate with clinic administrators and providers to ensure that schedules are optimized for efficiency and patient satisfaction.
• Identify scheduling conflicts or inefficiencies and work with team members to resolve them.

Process Improvement and Standardization:

• Collaborate with the Vice President of Operations to identify and implement process improvements across clinics.
• Assist in the development of workflows and best practices to enhance operational efficiency, reduce redundancies, and improve patient care.
• Standardize operational procedures across clinics, ensuring consistency in service delivery.

Cross-Departmental Coordination:

• Work closely with clinic administrators, medical staff, and the operations team to ensure seamless communication and collaboration.
• Coordinate projects and initiatives that support the primary care department’s operational goals.
• Act as a liaison between clinics and central operations to ensure all parties are aligned on objectives and timelines.

Administrative Support:

• Assist in the preparation of presentations, meeting agendas, and action plans for operational meetings.
• Track and manage tasks assigned by the Vice President of Operations, ensuring deadlines are met and deliverables are of high quality.
• Maintain operational records and documentation, ensuring compliance with company policies and healthcare regulations.

Other Duties as Assigned:

• Support additional operational projects and initiatives as required by the Vice President of Operations.
• Perform general administrative duties as needed, including data entry, filing, and organizing information.

Qualifications:

• Required Education:
  High school diploma or equivalent.
• Preferred Education:
  Associate's or bBachelor’s degree in healthcare administration, business administration, or a related field.
• Experience:
  • Minimum of 2 years of experience in a project coordination or administrative role, preferably in a healthcare setting.
  • Experience with electronic health records (EHR) systems, especially Athena, is highly preferred.
• Skills and Abilities:
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office productivity tools.
  • Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
  • Excellent problem-solving skills, with a proactive approach to identifying and resolving operational challenges.
  • Exceptional communication skills, both written and verbal.
  • Ability to collaborate effectively with staff at all levels and across multiple locations.
  • High attention to detail and accuracy in data management.
  • Commitment to maintaining confidentiality and handling sensitive information with discretion.

Work Environment:
This role may involve working in a dynamic and fast-paced environment, requiring frequent collaboration with clinic staff, medical providers, and operations leadership. The Operations Specialist will need to manage shifting priorities and ensure that operational tasks are completed efficiently, often under tight deadlines. The role may also involve occasional travel between clinic locations.