The Practice Operations Coordinator provides comprehensive administrative and operational support to assigned clinical departments and serves as a key resource to Practice Managers, clinical leaders, providers, staff, and patients. Working under the direction of the Practice Manager, the Practice Operations Coordinator supports the day-to-day operations of assigned practices by coordinating patient forms and documentation, provider coverage, medical records, departmental meetings, residency activities, electronic work queues, and other operational functions. This position serves as a central point of communication across clinical and administrative teams and plays an important role in supporting efficient workflows, timely follow-up, continuity of care, and excellent patient and staff experience.

Practice Operations Coordinators are assigned to specific clinical areas based on organizational needs. All Practice Operations Coordinators are expected to develop a working knowledge of core practice operations and collaborate across departments to support coverage and continuity when needed.

The ideal candidate is highly organized, detail-oriented, technologically proficient, collaborative, and comfortable managing multiple priorities in a fast-paced community health center environment.

General Duties & Responsibilities:

Practice Operations Support:

· Provide day-to-day administrative and operational support for assigned clinical departments.

· Serve as a resource to providers, clinical staff, registration staff, and other operational teams regarding practice workflows and administrative needs.

· Monitor assigned work queues, pools, and operational tasks to ensure timely follow-up and completion.

· Identify workflow concerns, delays, or recurring operational issues and escalate them to the Practice Manager as appropriate.

· Assist the Practice Manager and clinical leadership with implementation of new workflows, operational initiatives, and process improvements.

· Support cross-departmental coverage and operational continuity as needed.

Patient Forms and Documentation Coordination:

· Track, monitor, and appropriately route patient forms requiring completion by providers, nursing staff, or patients.

· Follow up on outstanding documentation to support timely completion.

TITLE: Practice Operations Coordinator FLSA STATUS: Non Exempt

DEPARTMENT: Clinical Operations REPORTS TO: Practice Manager

· Communicate with patients regarding form status, required information, and pickup or delivery instructions.

· Maintain accurate tracking of submitted, pending, and completed forms.

· Ensure documentation is handled in accordance with organizational policies and HIPAA requirements.

Provider Coverage Support:

· Coordinate and maintain provider in-basket coverage assignments during vacations, leaves of absence, and other planned or unplanned absences.

· Communicate coverage plans to providers and appropriate staff.

· Monitor coverage arrangements and escalate gaps or concerns to the Practice Manager.

· Support continuity of patient communication and administrative workflows during provider absences.

Department Meeting Support:

· Collaborate with department leads, and clinical leadership to prepare agendas and supporting materials for department meetings.

· Coordinate meeting schedules and logistics for assigned departments.

· Attend meetings as appropriate and document key discussion points, decisions, and action items.

· Distribute meeting minutes and follow up on assigned action items and deadlines.

Medical Records and Referral Coordination:

· Request outside medical records, consultation reports, imaging results, and other clinical documentation as directed.

· Support closing the loop on external referrals for non-affiliated health system referrals, as assigned.

· Follow up on outstanding documentation and communicate barriers or delays to appropriate team members.

· Maintain patient confidentiality and comply with HIPAA and organizational privacy policies.

Residency and Training Program Coordination:

· Serve as an administrative liaison between the health center and affiliated residency or training programs for assigned departments.

· Coordinate resident schedules, onboarding activities, orientation requirements, system access requests, and related administrative needs.

· Maintain accurate resident schedules and communicate changes to appropriate stakeholders.

· Assist with documentation and administrative requirements related to residency and clinical training programs.

Administrative and Departmental Support

· Provide administrative support to the Practice Manager and clinical leadership.

· Maintain organized electronic and paper records in accordance with organizational standards.

· Support departmental projects, performance improvement activities, inventories, and operational initiatives.

· Complete monthly environmental rounds for assigned departments, when applicable.

· Perform other duties as assigned to support effective practice operations.

Duties and responsibilities are subject to change due to the organization’s needs at any time with or without previous notice.

· Education: High school diploma, Associate’s degree or equivalent health care

experience

· Proficiency with electronic medical records; Epic experience strongly preferred.

· Ability and willingness to learn additional electronic systems, including Eyefinity and

department-specific applications.

· Strong computer skills, including proficiency with Microsoft Office applications.

· Excellent organizational and time-management skills.

· Strong written and verbal communication skills.

· Ability to manage multiple competing priorities and meet established deadlines.

· High level of attention to detail and accuracy.

· Ability to maintain patient confidentiality and exercise sound judgment.

· Strong customer service and interpersonal skills.

· Ability to work collaboratively with clinical, operational, and administrative teams.

· Demonstrated flexibility and ability to adapt to changing operational priorities.

· Commitment to the mission of community health and providing high-quality, patient-

centered care to diverse populations.

· Must be able to commit to 5 days a week onsite

EEO Statement:

DotHouse Health is an equal-opportunity employer and is committed to providing and