Job description

SUMMARY:

This position provides day-to-day coordination of administrative activity within the department to ensure smooth operation of the practice including adequate and appropriate staff coverage, problem solving, management of facilities maintenance and custodial operations. The Practice Coordinator is responsible for the supervision, planning, cost center management, program and special-event coordination. The Practice Coordinator will work closely with the Practice Manager and Practice Administrators to establish and maintain an efficient, cohesive and productive work team within the Department and to help the practice achieve the institutional mission of high quality provision of care for patients.

REQUIREMENTS AND PREFERENCES:

• An Associate’s degree required; Bachelor’s degree preferred.
• A minimum of three years of experience in coordination and supervision, preferably in a healthcare related field.
• Must project a professional image, possess strong confidentiality skills, and have the ability to quickly earn the confidence of others. Must always maintain a “patient comes first” attitude.
• Self-motivation, swift learning ability and a “can-do,” optimistic attitude is imperative.
• Must have excellent verbal and written communication skills and have experience in and a desire to deal professionally with the public.
• An excellent working knowledge of personal computers, word-processing and spreadsheet software (such as the Microsoft Suite) is required as well as excellent keyboarding skills. Experience with PowerPoint and Adobe Suite preferred.
• Ability to multi-task.
• Strong problem-solving skills are required with the desire and ability to learn, investigate, and puzzle things out. Excellent interpersonal, team-building and relationship-building skills are required.
• Must be HIPAA compliant at all times.
• Must be willing to complete Albany Med Management Development Programs and any other committee or meeting responsibility as assigned.

ACCOUNTABILITIES:

1.Human Resources

• In close cooperation with Practice Manager develop a superior workforce including:
• Process all necessary recruitment paperwork
• Interviewing and hiring
• Onboarding including scheduling HR, physicals, credentialing paperwork, orientation and 3-3-3 initiative
• Coordinate staff training to maintain and expand all staff skillsets
• Monthly Rounding with direct reports
• Prepare performance reviews for any direct reports
• Develop and maintain employee’s annual goals
• Implementation of corrective action and performance improvement plans
• In close cooperation with Practice Manager ensures compliance with all existing governmental and labor legal and government reporting requirements including any related to the Equal Employment Opportunity (EEO), the Americans With Disabilities Act (ADA), Employee Retirement Income Security Act (ERISA), the Department of Labor, worker compensation, the Occupational Safety and Health Administration (OSHA), and so forth
• Prepares information requested or required for compliance with laws
• Protects the interests of employees and the company in accordance with company Human Resources policies and governmental laws and regulations
• Directly supervises all administrative and clinical support staff. This includes being a physical presence at the site during business hours and be reachable to address staff questions or emergencies after hours and on weekends.
• Acts as an information resource for administrative questions in close cooperation with Practice Manager.
• Maintain effective communication with staff at all levels in a timely and effective manner.
• Coordinate, facilitate and document staff meetings and ensure institutional and departmental information and initiatives are shared consistently and effectively. Monitors staff for compliance.
• Knowledgeable about institutional resources, policies and procedures and be able to share and communicate this information effectively.
• In alignment with Albany Med Cares, develop of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance.
• Support staff incentive programs to maintain and/or increase staff morale.
• Manage staff absences affecting schedule coverage; provide last line of defense to cover desk if all efforts fail with finding ASA coverage.
• Handle any employee grievances and engages in conflict resolution when necessary
• Audit employee performance for quality, consistency and compliance with standards, policies and procedures.
• Maintenance of Employee Files.
• Manage payroll and benefits for staff
• Collect and prepare bi-weekly payroll
• Update employee’s PL time biweekly
• Coordinate annual benefit meetings with staff
• Coordinate the initiation and termination of employee benefits when necessary (health insurance, disability, 401K, etc.)
• Complete all new hire and termination paperwork timely

2.Financials and Metrics

• Manages operating expenses for assigned area in alignment with budget.
• Investigates discrepancies and significant changes in monthly income and expenses and reports to Practice Manager.
• Monitors staff performance through consistent measurement. Recommends opportunity for improvement, initiates training and/or corrective actions, focused on the importance of maximizing results.
• Consistently monitors and analyzes operational and financial reports and takes action when necessary to ensure optimal performance.

3. Operations

• Collection of and management of stoplight report and tasks
• Provide day-to-day facilities management for the Division including any repairs, service for equipment and inflow and outflow of goods
• Maintain optimal physical environment for the office and resolve/reports any unsafe conditions, inoperative equipment or other adverse conditions to Practice Manager.
• Process purchase orders via green requisition, Lawson, WB, Crystal Rock and others as needed
• Ensure compliance with The Joint Commission and any other governing regulatory authority.
• Reviews and maintains OSHA and MSDS compliance manuals
• Assist Practice Manager with securing and monitoring independent contractors and vendors.

4. Patient Satisfaction

• Assess patient feedback and act as liaison to ensure patient satisfaction while protecting the welfare of the Division, Department, Practice and Institution.
• Investigate and address patient complaints with support from Supervising Physician and Practice Manager.
• Train and monitor staff on proper policies and customer services standards to ensure the highest level of patient satisfaction and quality care possible.
• Monitor site workflow to ensure optimal efficiency. Make appropriate adjustments or provide additional support/training when necessary.
• Uses discretion at all times to ensure patient confidentiality.

5. Management Support and Other Tasks

• Participate in weekly Practice Manager/Practice Coordinator meetings.
• Ensure compliance with Institution, Department and Division policies and procedures.
• Participates in development and evaluation of departmental policies and procedures.
• Prepares staff to respond effectively to both internal and external company issues.
• Fully participate and engage in any special tasks assigned to facilitate growth and progress toward Department and Institutional goals.
• Pulls, manipulates and disseminates Department and Division reports as scheduled or needed for management.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Medical specialties:

• Primary Care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
Vaccine required

Ability to commute/relocate:

• Albany, NY 12208: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Management: 1 year (Preferred)

Work Location: In person

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