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Operations Coordinator/Scheduling

ST JOHN'S WELL CHILD and Family Center, INC
Los Angeles, CA
  • Posted: over a month ago
  • Per Diem
Job Description


Our mission is to eliminate health disparities and foster community well-being by providing and promoting the highest quality care in South Los Angeles



POSITION DESCRIPTION

POSITION TITLE

Clinic Operations /Schedule Templates Coordinator

STATUS

Non-Union

EXEMPT STATUS

Exempt

PAY RATE

DEPT/LOCATION

Clinic Operations

SUPERVISOR’S TITLE

Director of Operations

POSITION SUMMARY

The dual role of Clinic Operations /Schedule Templates Coordinator will be responsible 50% of the time to coordinate and direct the clinical, operational, and program activities on a day-to-day basis to ensure delivery of quality patient care, responsible for all appropriate documentation and reporting requirements. Managing staff, clinic personnel in FQHC, and EHR PMS environment.

The Clinic Operations /Schedule Templates Coordinator will be responsible 50% of the time for coordinating medical providers' daily scheduling to cover each of the health care delivery sites. Clinic Operations /Schedule Templates Coordinator will also monitor and make the necessary changes to the provider scheduling templates for all the clinic sites.

Note: The information in this position description indicates the general nature and level of work performed by employees within this classification. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualification required of employees assigned to this job. Revise 05/24/2011.

REQUIRED SKILLS AND QUALIFICATIONS

Education:

• High school diploma or equivalent required or some college preferred.

Experience:

• Administrative and/or assistant experience 1-2 years.

• Basic reading, writing, and arithmetic skills required.

• Bilingual English/Spanish (Preferred)

• Proficient Microsoft Office and Excel (familiarity with medical terminology

• Professional verbal and written communication skills and the ability to type 50 wpm.

Licensure/Certification:

• Business Office Administrative (Preferred)

PRINCIPLE ACCOUNTABILITIES. We acknowledge that all employees should have goals and objectives that support the Mission of St. John’s and that each should be accountable for personal, team and organizational goals.

Duties and Responsibilities:

Personal-Team-Organization

• Renewal of licenses

• Manage Outlook Calendar for Clinic Director of Operations

• Submit Purchase Orders, check request, reimbursement, and credit card reports

• Work with vendors to obtain quotes

• Purchase items

• Manage and updates Contacts information

• Generates Charts and reports as needed for the various clinics

• Follow up on application pending/process: DHS, CLIA, Pharmacy, LA Care,

• Review and approves time cards, time off request, hiring of staff, change of staff

• Develops agency policies and signing sheets

• Replies to Emails or other correspondence as needed

• Organizes and maintains file system, and files correspondence and other records.

• Answers and screens telephone calls, and arranges conference calls.

• Arranges and coordinates travel schedules and reservations.

• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.

• Makes copies of correspondence or other printed materials.

• Liaise with the Clinic Managers, Call Center leadership, and other professionals to reconcile clinic needs for provider scheduling.

• Manage and handle all administrative details associated with provider scheduling (i.e. update When to Work or other scheduling application; advice providers, clinic managers, Call Center staff, per diem agencies and other as needed.

• Process invoices to Finance for payment of Locum Tenens and recruitment agencies as appropriate.

• Maintain detailed records of all changes in provider scheduling.

• Perform other duties as assigned.

MISSION STATEMENT

Our mission is to eliminate health disparities and foster community well-being by providing and promoting the highest quality care in South Los Angeles.

VISION STATEMENT

The vision of St. John's is to deliver high-quality primary and preventive medical, dental, and mental health services that go beyond the borders of tradition to uninsured, underserved, and economically - disadvantaged persons in Los Angeles. We are devoted to instilling the value of well-being to our communities, resulting in self-advocacy, self-esteem, and self-sustenance through innovative and developmental programs and collaborative endeavors.

COMPANY VALUES

Dignity

We honor and respect every person we encounter as a valued member of the human family whose gifts and rights are to be protected.

Excellence

We support and champion individual and organizational growth, accountability, creativity, teamwork, and commitment to quality, and the best standard of care.

Well-Being

We promote and advocate for the full integration of our patient’s physical and mental health with their needs as an active member of a vibrant and just community.

Social Justice

We collaborate with others to develop systems, organizations, and programs that address the needs of and empower all members of our community with a preference for the most vulnerable and disadvantaged.

Commitment to Process Improvement

Employees will make a commitment to the change process and embrace new systems and technology designed to enhance employee skills and improve patient care.

Employees will actively engage in designing, implementing and optimizing new systems for efficient operating.

Employees will be dedicated to a patient-centered medical home model fostering excellence in customer service and patient care.

Employees will provide cross functional support to other employees which means you will be responsible for “other duties as assigned” to pick up the work load and rebalance the work load for continued efficiency in patient care.

Essential Job Functions include the following:

Physical Demands: The physical demands described here are representative of those that be met by an employee to successfully perform the essential functions of this job and include the ability to type and operate a personal computer with various software programs, effectively operate standard office equipment, bend, stoop, crouch, kneel, twist, balance, and work at a desk, lift and carry up to 25 pounds, and communicate (written and oral) in a clear and professional manner.

Mental/Cognitive Demands: Establish and maintain effective work relationships with co-workers and customers, maintain regular attendance, understand and carry out a variety of oral and written instructions, have knowledge of proper English usage, grammar, punctuation, spelling, and vocabulary, have the ability to learn office principles, practices, and methods, understand filing systems, including numerical, alphabetical, and chronological, learn a variety of procedures, policies, and services of the assigned work unit or program, perform assigned duties with efficiency and accuracy and maintain confidentiality.

Competency Definitions

Competencies are metrics used to measure how well you perform your duties and responsibilities on the job. For example one employee may handle X numbers of patients per day but when surveyed, the way the patient was handled or mishandled speaks to competence. Competence is measured on a scale of 1 (low) to 5 (high).

Personal

1 Results Orientation

  • Employee takes initiative and sets high goals and consistently achieves goals as assigned.
  • Quality of work is accurate and has consistent neatness and detail.
  • Quantity of work meets goals and deadlines. Maintains a steady pace under pressure.

2 Decision Making and Problem Solving

  • Weighs all facts before making a decision and willing to take action within limits.
  • Consults with superiors before taking action. Digests relevant information.
  • Anticipates and prevents problems before they get out of hand.

3 Judgment

  • Uses sound logic and factual information to analyze situations.
  • Knows how to find information relevant to circumstances.
  • Can withhold personal feelings and politics when making decisions.

4 Oral and Written Communication

  • Is effective in one-on-one and groups situations.
  • Can listen and respond appropriately discussing matters.
  • Provides professional responses to internal patients and external vendors.

5 Flexibility and Dependability

  • Performs effectively when faced with varying operating conditions.
  • Punctual, attentive and accepts responsibility for all duties assigned.
  • Can adjust quickly to changing environments and demanding situations.

6 Job knowledge and Technical Skills

  • Proficient in job knowledge and technical skills required for the position.
  • Shows understanding and demonstrates skills as needed.
  • Learns new skills and terminology as appropriate in a changing environment.

Team

7 Planning and Organizing

  • Schedules time effectively, meets deadlines, to achieve all goals and objectives.
  • Plans each day with priorities and accomplishes daily, weekly and monthly goals.
  • Demonstrates good time management and strong administrative skills.

8 Supervision

  • Accepts corporate mission and objectives and is aligned properly to outcomes.
  • Keeps supervisor informed with updates, reports, and changes.
  • Supervises with integrity and demonstrates leadership when assigned employees.

9 Teamwork and Developing Others

  • Builds teamwork and team spirit among all employees.
  • Maintains solid working relationships that support and encourage one another.
  • Enforces team concepts over personal bias and individual opinions.

10 Composure

  • Maintains composure and objectivity when under pressure.
  • Embraces change and new challenges with enthusiasm and energy.
  • Handles themselves in a mature and professional manner.

11 Building Relationships

  • Maintains rapport with employees, patients and stakeholder.
  • Manages conflict constructively to achieve mutually beneficial outcomes.
  • Builds consensus and overcomes.

Organization

12 Leadership

  • Employee is a positive role model and demonstrates integrity on the job.
  • Develops others to maximum capacity for growth and incremental improvement.
  • Manages others to win loyalty and commitment.

13 Awareness: Internal and External

  • Understands internal corporate culture and can maneuver as required.
  • Keeps abreast of new services and changes that affect the business.
  • Keeps informed on community, political and legal matters pertaining to St. John’s.

14 Quality Control: Improvement of Patient Care and Profitability

  • Exceeds patient expectations in providing services to our community.
  • Properly matches patient need to appropriate referral service(s).
  • Supports St. John’s Mission with enthusiasm and in a caring manner.

Acknowledgement: I have read and understand my job description duties and responsibilities, Mission, Vision, Commitment to Process Improvement, and Competency definitions and accept the position as defined.

Employee Signature ________________________________ Date ____________________________

ST JOHN'S WELL CHILD and Family Center, INC

Address

Los Angeles, CA
90037 USA

Industry

Business

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