Clinical Operations Coordinator

Description

ABOUT LLCHC 

Lower Lights Christian Health Center (LLCHC) transforms the overall health of Central Ohio, serving one individual at a time. We are focused on whole-person wellness, available to ALL in Central Ohio who need it, regardless of ability to pay!  We served over 15,000 patients - with 40% being uninsured - and totaled 50,000 medical encounters!

Operating out of seven locations, we offer medical care (primary care, dental, vision, OB/GYN, telehealth), behavioral health care, 340B pharmacy, nutritional assistance programs, and more. Working hours are Monday - Friday with occasional Saturday morning coverage. 

JOB SUMMARY 

The Clinical Operations Coordinator serves as the linchpin for all matters related to medical staff scheduling, templating, education, and communication. As a key member of the Clinical Operations and Medical teams, attention to detail and ability to maintain and keep track of a dynamic and growing clinical operations team is critical. The Clinical Operations Coordinator, while directed by both the Chief Medical Officer and Chief Operations Officer, will regularly engage with the practice managers, the director of operations, the director of clinical education, and providers directly to effectively execute on updates to patient schedules, orientation and on-boarding schedules, and provider PTO.

DUTIES 

RESPONSIBILITY 1. Provider Schedule and Coverage Management

1. Maintain accurate and up-to-date provider templates in Epic according to provider PTO, CME, precepting, and other meetings.
2. Oversee provider coverage schedules and any associated Epic templating for additional provider shifts – including but not limited to calls-offs, weekends, on-call Provider, moonlighting, triage coverage, and walk-in appointments.
3. Oversee provider inbox coverage for providers on leave, extended PTO, or departed from the organization.
4. Monitor provider weekly schedules for scheduling errors in a proactive manner.
5. Proactively monitor provider scheduling restrictions to assure appointments are appropriately scheduled and coordinate with Contact Center as changes are needed.
6. Manage the provider call-off-line and provide feedback to designated operations leader on coverage options as soon as possible.
7. Produce weekly site schedules and coordinate coverage work with Operations management team.

RESPONSIBILITY 2. Provider Off-boarding and On-Boarding Coordination

1. Maintain a well-organized and up-to-date provider movement tracker reflecting all necessary events, meetings, administrative tasks, and logistics required for any provider moving through the organization (joining, site transitions, departures).
2. Execute on all tasks and functions of the provider on-boarding checklist for successful technical and logistical preparation for patient care.
3. Collaborate with all necessary stakeholders to coordinate training and on-boarding functions for new providers (EHR team, Quality, Operations Credentialing, HR, etc.). This includes all necessary template blocking for: Preceptors, Collaborators, Shadowing, Epic Trainings, and Departmental meetings
4. Coordinate patient notification letters for departing providers with relevant teams.
5. Build templates for new providers and maintain ramp-up schedule and the associated templating changes.

RESPONSIBILITY 3. Clinical Education Support

1. Maintain agreements, communication records, and schedules with external institutions.
2. Oversee student communication from Lower Lights Health (welcomes, agendas, schedules, surveys etc.).
3. Maintain records and spreadsheets for all visiting students (OPCWI records, evaluations, teaching hours, etc.).
4. Organize student welcome and on-boarding materials.
5. Coordinate student on-boarding logistics with all internal stakeholders.
6. Strong collaboration with Director of Clinical Education and CMO.

RESPONSIBILITY 3. Professional Meeting and Communication Support

1. Compilation and sending of weekly provider newsletters and communication in collaboration with CMO and Director of Clinical Education.
2. Coordination, calendaring, and agenda management of provider meetings.
3. In collaboration with marketing and CMO, lead the development of PowerPoints, word documents, and other outward facing materials with a high level of professionalism.
4. Meeting minutes for COO and CMO meetings related to clinical operations.
5. Coordination with Operations management team of monthly site meetings.
6. Coordination with Operations and clinical education leaders regarding intermittent
7. Coordination with COO and CMO regarding scheduling, agenda management, calendar blocks, event planning logistics, etc for provider retreat, MA training, lunch and learns, and other ad hoc educational meetings.  

BENEFITS AND PERKS

• Health benefits including medical, vision, dental, life, disability 
• Generous Paid Time Off
• 10 Paid Holidays
• Student loan forgiveness opportunities
• Employee Assistance Program (EAP) with access to various consultants 
• 3% match toward retirement fund 
• And more!

LIVING OUR VALUES

You are mission-oriented and passionate about living out your purpose. You play an active role in responding to the needs of the community and organization. You work well alongside your teammates and use your time and resources effectively. You challenge yourself to grow personally and professionally. You embrace diversity and enjoy providing your customers with excellent treatment and compassion. 

QUALIFICATIONS

• High School Diploma or equivalent (associate's degree preferred)
• 5-years of experience in an administrative support role
• Experience with Electronic Medical Records (Epic preferred)
• 1-2 years of Physician scheduling experience preferred
• Strong skills in Microsoft suite (including creation of PowerPoints and Excel Spreadsheets)
• Excellent follow-up, organization, and communication skills