About Us:

At Women’s Health Center of Southern Oregon, we are dedicated to providing compassionate care that helps each woman achieve her best self. As a private OB/GYN medical practice, our mission is to prioritize quality care and mutual respect. We hold our values of Honesty, Kindness, Knowledge, Balance, Hard Work, and Team Collaboration in the highest regard. We seek team members who share our commitment to these principles and are passionate about contributing to the success and well-being of our patients and community.

Position Overview:

We are currently seeking a Full-Time Operations Coordinator to join our team. This vital role will oversee key business operations such as project management, budget control, patient relations, workflow enhancement, and technical support systems. The ideal candidate will collaborate with physicians, department managers, and the Operations Manager to ensure effective communication, operational efficiency, and excellent patient experiences.

Key Responsibilities:

OPERATIONS

1. Project Management: Facilitate ad hoc committees for strategic projects, ensuring progress and accountability of members. Document objectives, decisions, actions, and responsibilities from meetings.
2. Operating Expense: Order clerical and janitorial supply; understand inventory tracking; oversee inventory tracking and vendor relations; monitor operating expenses as a percentage of revenue.
3. Revenue and Cost Evaluation: Prepare monthly finance and operations reports; assist with billing department reconciliation; recommend cost-saving measures through process improvements, supply chain adjustments, and technology efficiencies.
   Policies and Procedures: Support the update of department-wide policies and procedures manuals.
4. New Provider Onboarding: Facilitate the orientation for new providers, manage the onboarding timeline, and liaise with various departments. Ensure a smooth onboarding process.
5. Ultrasound Department: Support services, communication, and project coordination; act as a liaison between sonographers and physician champion; ensure objectives are met.
6. Purchase Research: Aid in making capital purchase decisions; assess various equipment choices and compare lease versus purchase options with the Operations Manager.
7. Meeting Facilitator: Oversee operational meetings as required; record topics, discussions, actions, responsible individuals, and deadlines. General Staff
8. Meetings: organize scheduling, handle communication, prepare the agenda and speakers, and maintain minutes along with other essential documentation.
9. Technology Disaster Management/Recovery Plan: Coordinate with contracted IT support and EMR vendors to establish and test the disaster management/recovery plan; conduct audits and drills periodically, at least annually; ensure all department managers receive proper training.
10. Technology Updates: Coordinate with managers and EMR & IT support vendors to guarantee smooth updates and implementation of new technologies.
11. System Access: Assist with granting support staff access to different systems and maintain up-to-date security procedures for activation and deactivation.
12. Information Technology Coordination: Assist in selecting, procuring, installing, and training on IT systems throughout departments; collaborate with department managers to ensure smooth coordination.
13. IT Contracts: Help manage IT contracts for services like network, phones, computers, printers, and mail machines; coordinate tech system updates and maintenance; ensure proper inventory management and disposal procedures.
14. Network Files: Collaborate with managers and directors to establish file management policies; ensure access is suitable according to job roles.
15. Values-Based Revenue Programs: Support WHCOSO Values-Based Revenue initiatives; comprehend APM programs; ensure systems are optimized for maximum revenue collection through these values-based initiatives.
16. AIUM Accreditation: Facilitate the preparation and submission process for AIUM reaccreditation, ensuring that all physicians and sonographers are progressing towards recertification.
17. Community Outreach: Plan, manage, and assist with community and partner engagement activities such as provider presentations and charity events.

PATIENT EXPERIENCE

1. Patient Experience: Gather and assess data from patient surveys; document and address complaints or issues.
2. Brand Intention and Marketing: Collaborate with digital marketing vendors to track and enhance WHC’s brand intention and service marketing; relay patient feedback to staff and providers. Support the facilitation of WHCOSO’s brand intention internally and externally; update managers and other leaders about discrepancies between brand intention and reality.

HUMAN RESOURCES

1. Employee Engagement: Assist with conducting Employee Engagement Surveys; provide feedback to managers, director, and owners to ensure a harmonious work environment.
2. Employee Feedback: Collect employee kudos and feedback; share as appropriate.
3. Timesheets & PTO: Review and approve the timesheets and PTO requests from the Sonographer and Billing departments using Paychex.

WHCOSO SUITE(S)/FACILITY

1. Facilities Handbook: Ensure the Facilities Handbook (WHCOSO Suites) is maintained and updated regularly; conduct in-service training sessions periodically for the administrative team.
2. Facility Checks: Perform facility inspections; recommend repairs and maintenance; arrange for approved repairs and upkeep; address safety committee suggestions.
3. Building Management Coordination: Collaborate with the TWC Building manager and support team on essential projects; liaise with neighboring tenants when necessary.
4. Vendor Communication: Maintain communication with contracted vendors to guarantee quality and timely completion of work. Vendors include janitors, electricians, elevator maintenance personnel, security companies, and other service providers.
5. Building Security: Ensure the security of the building; manage and distribute passcodes for vendors and staff; provide keys when necessary; deactivate access when required.
6. Offsite Storage: Maintain and oversee offsite storage facilities.
7. Regular Maintenance: Organize and manage regular maintenance activities like fire drills, HVAC servicing, backflow testing, sprinkler checks, elevator inspections, and various other upkeep tasks.

Qualifications:

• 2-5 years of experience in healthcare administration or practice management, particularly in an operations role.
• Knowledge of HIPAA compliance and medical terminology.
• Excellent verbal and written communication skills.
• Strong organizational abilities to manage responsibilities, achieve goals, and meet deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Publisher).
• Quick learner with the ability to follow both oral and written instructions.
• Strong troubleshooting and problem-solving skills.
• Commitment to confidentiality regarding corporate business, WHC trade secrets, and employee and patient information.
• Professional demeanor that aligns with WHC’s values framework, free of judgment or discrimination.
• Ability to manage multiple and often changing priorities under pressure.
• Valid Oregon driver’s license and reliable transportation required.

Why Join Us?

This is an excellent opportunity to be part of a values-based organization dedicated to delivering premier care to patients with compassion, integrity, and professionalism. We offer a competitive compensation package that includes health and dental insurance, long-term disability (LTD), Paid Time Off (PTO), a 401(k) Profit Sharing Plan, and wages commensurate with experience.

Application Process:

Interested candidates are invited to submit their cover letter and resume to Leann Haven.

Additional Information:

• Must pass a criminal background check and pre-employment drug screen.
• Equal Opportunity Employer (EOE).
• Salary is compensable on experience.

Join us in making a difference in women’s health and contributing to a supportive, high-performing organizational culture!