Panel Coordinator Supervisor

POSITION DESCRIPTION:

The Panel Coordinator Supervisor leads and supervises a team of Panel Coordinators (I & II) that support the division in outreach to patients in chronic disease management and preventive services. The Panel Coordinator Supervisor serves as the coordination point for all Panel Coordinator activities and projects. Collaborates with the office administrative team and functions as the Panel Coordinator point-person for all panel coordinator functions. Leads special projects across the panel coordinator team to support organizational goals and priorities. Directs workflow and provides direct support to the Panel Coordinator team, as needed.

ESSENTIAL JOB FUNCTIONS:

This position must be able to perform all Essential Job Functions in the Panel Coordinator II job description, as well as the following Panel Coordinator Supervisor Essential Functions outlined below.

Leads Panel Coordinator Team by:

1. Participates in the hiring and training of new Panel Coordinators as well as conducting employee performance reviews, managing weekly check-ins, and ongoing coaching for department staff in conjunction with the Panel Coordinator Manager.
2. Maintains regular schedules for the Panel Coordinator team; updates employee schedules and PTO in IHA’s electronic timekeeping system; in conjunction with the Panel Coordinator Manager, approves or declines PTO requests.
3. Serves as lead to support and guide Panel Coordinators, when needed.
4. Leads Panel Coordinator Weekly Huddles.
5. Leads teams to support organizational goals and priorities.
6. Meets regularly with Panel Coordinators and conducts 1:1’s.
7. Leads and oversees others leading special panel coordinator projects; trains panel coordinators involved in projects and serves as go-to person for questions and direction.
8. Guides, mentors, and provides support to staff. Provides guidance and direction to Panel Coordinators I and II.

Supports Practice Quality Improvement by:

1. Leads efforts to collaborate with primary care practices to educate, train and monitor performance on health plan incentive programs.
2. Supports multiple offices, attends required meetings and trainings, and participates in committees, as requested.
3. Partners with the practice manager and site medical director to collaborate with Panel Coordinators on practice quality improvement goals.
4. Coordinates with Quality Department, practices and payers to submit and track health plan patient transfers.
5. Supports employee directed Quality Programs.

Other Duties:

1. Presents topics and initiatives to groups, as needed.
2. Creates and distributes team meeting agenda and minutes in collaboration with Panel Coordinator Manager.
3. Responsible for documentation of new workflows and updating existing workflows.
4. Leads multiple projects simultaneously and adapts to frequent changes in priority.
5. Performs other duties, as assigned.

ORGANIZATIONAL EXPECTATIONS:

1. Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of Trinity Health Medical Group.
2. Must be able to work effectively as a member of the clinical care team.
3. Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
4. Successfully completes all relevant organizational training and adheres to Trinity Health Medical Group standard of care as outlined in the Trinity Health Code of Conduct.
5. Maintains knowledge of and complies with Trinity Health Medical Group standards, policies and procedures.
6. Maintains general knowledge of Trinity Health Medical Group  office services and in the use of all relevant office equipment, computer and manual systems.
7. Maintains strict confidentiality in compliance with Trinity Health Medical Group  and HIPAA guidelines.
8. Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities.  Embraces new ideas and respects cultural differences.
9. Uses resources efficiently.
10. If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

MEASURED BY:

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

ESSENTIAL QUALIFICATIONS:

EDUCATION:  High School Diploma or GED. Bachelor’s or associate degree in health-related field or relevant experience is strongly preferred; examples would be Public Health, Health & Wellness, Health Education, Health Science or Health Administration.

CREDENTIALS/LICENSURE:  N/A

MINIMUM EXPERIENCE:  3 years’ previous healthcare experience or equivalent combination of education and experience. Experience in medical group practices strongly preferred. 1 years’ experience in Panel Coordinator I or II position or in a Panel Coordinator equivalent role for another organization preferred. Supervisory or leadership experience preferred.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

1. Proficient/knowledgeable in medical terminology.
2. Proficiency in operating a standard desktop and Windows-based computer system, including but not limited to, electronic medical records/templates, EPIC, Microsoft Office (Excel, Access, Outlook, Word, PowerPoint), email, e-learning, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
3. Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people, either in-person or virtually.
4. Good quantitative and analytic skills.
5. Ability to work collaboratively in a team-oriented environment; displays courteous and friendly demeanor.
6. Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, patients, vendors, family members, outside customers and community groups.
7. Good organizational and time management skills to effectively juggle multiple priorities, time constraints and ever-changing medical situations.
8. Ability to exercise sound judgement and problem-solving skills.
9. Ability to handle patient and organizational information in a confidential manner.
10. Ability to work overtime, as scheduled.
11. Ability to travel to other office/practice sites and meeting and training locations.
12. Successful completion of IHA competency-based program within introductory and training period.
13. For those performing Medical Assistant I or II clinical support tasks:
    1. Demonstrated Competency in obtaining accurate patient vital statistics (height, weight, blood pressure, temperature, etc.) and patient health history.
    2. Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.
    3. Ability to perform mathematical calculations needed during the course of performing basic job duties, i.e.: calculating proper dosages for immunizations.
    4. Knowledge of the compliance aspects of clinical care and patient privacy and best practices in medical office operations.
    5. Ability to monitor, organize, stock, prepare and keep exam rooms clean; maintain medical supply inventory in clinical areas.

MINIMUM PHYSICAL EXPECTATIONS:

1. Physical activity that often requires keyboarding, phone work and charting.
2. Physical activity that often requires time working on a computer.
3. Physical activity that occasionally requires lifting up to 20 lbs.
4. Physical activity that sometimes requires handling and lifting patients, walking, bending, stooping, reaching, climbing, kneeling and/or twisting.       
5. Physical activity that sometimes requires lifting, pushing and/or pulling up to 100 lbs.
6. Specific vision abilities required include close vision, depth perception, color vision, peripheral vision and the ability to adjust and focus. 
7. Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
8. Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.