Physician Partners, headquartered in Tampa, FL, was founded in 2006 by physicians for physicians with a mission of Better Health. Under the parent company, Better Health Group Services, Physician Partners is one of the leading national primary care platforms enabling payors and providers to transition to value-based care. 

We help empower independent physicians by providing the tools, insights, and processes needed, so they can spend more time with patients while increasing earnings.

Driven by our mission to transform sick care into Better Health care, Physician Partners delivers 5-Star outcomes to more than 140,000 lives across eight states for Medicare Advantage, Medicare ACOs, Medicaid, and Commercial Insurance.

THE OPPORTUNITY

This Team Member will support our Operations Team that manages our network of Primary Care Physicians, Physician Office Managers, and Health Plan Partners. They are responsible for planning, coordinating, executing, and managing various internal and external programs.

Responsibilities & Experience

The Project Coordinator, Core Operations will directly support the Physician Partners LLC (PPLLC) Team. They will be expected to perform within the following scope, as well as other assigned duties and activities that aid and leverage our Team function. Responsibilities include and are not limited to:

• Plan, coordinate, and support PCP Office diagnostic services programs
  • Data preparation
    • Update the program-eligible patient list monthly by the 20th of the month
    • Confirm all program trackers are up to date with current information monthly by the 20th of the month
  • Vendor management
    • Prepare an agenda for and participate in monthly vendor meetings
    • Share the agenda with all expected attendees 2 business days in advance of the meeting
    • Obtain schedule of availability from the vendor at least 2 months in advance
    • Provide the monthly event schedule to the vendor at least 7 days prior to the beginning of the month
    • Provide event schedule updates to the vendor weekly
    • Provide the patient schedule for the following week’s events to the vendor weekly on Friday
    • If errors are found on diagnostic results, request correction from the vendor within 1 business day of the error being found
  • Scheduling
    • Complete the event setup process on the master calendar weekly for new requests submitted by the Provider Operations team for any new requests submitted
    • Complete the event setup process in project management software weekly for new requests submitted by the Provider Operations team for the current or upcoming months
    • Work with the Provider Operations team to schedule events on all available dates for assigned market provided by the vendor at least one month in advance of the event date
    • Send weekly follow ups to the Provider Operations team to fill available dates and complete any pending signed authorizations, PCP office training, or schedules due
  • Patient Results
    • Review and enter patient results into the tracker within 2 business days of receiving them from the vendor
    • Confirm results are uploaded to the portal by the Quality Team within 1 week of receiving them from the vendor
    • Share the results with the Provider Operations team within 2 weeks of the test date
    • Follow up with the Provider Operations team weekly to obtain follow up dates for all patients within 60 days of the test date for programs that require a follow up visit
    • Confirm the Anion team reviews all progress notes within one week of receiving the date of service / progress note
    • Work with the quality team to confirm that documentation errors are addressed with the provider offices as soon as possible
• Manage the Whiteboard Bonus Program
  • Send out Whiteboard Program Target text messages to all participating offices within 2 business days of new month membership being loaded into the system
  • Add and remove PCP Office team members from the program on a weekly basis according to the submissions by the Provider Operations and VIPcare Regional Manager teams
  • Calculate PCP Office team member payouts within 2 business days of receiving completed data from the Health Services and VIPcare teams
    • Work with the Provider Operations and VIPcare Regional Managers to confirm team member payouts are correct and make any changes necessary prior to payment being released
    • Update program trackers within 2 business days of program payout being completed
• Conduct PCP Office payment processing for various programs
  • • Upload payout information to our payment processing vendor and send leadership approval email by the due date set forth by the Manager of Core Operations on a monthly basis or as required per project
    • Payments should undergo variance and accuracy checks prior to submission and therefore have 100% accuracy according to the data received from the applicable team
    • Update payment processing system with new or terminated employees as required per the program guidelines
• Plan, coordinate, and support Provider and Office Champion educational and training events
  • • Request educational materials and reports from contributing departments 1 week prior to the associated planning meeting
    • Track the providers’ progress in applicable training events
    • Finish compiling requested educational materials and reports from contributing departments at least 2 days prior to the Provider Packet, Newsletter, Comprehensive Review, Town Hall, or Provider Onboarding distribution due date
    • Create presentations with 100% accuracy according to the materials received from the contributing departments
    • Track event RSVPs and complete associated action items
    • Apply for CME credit at least one week in advance of an event for which CME credit is being offered
    • Return associated CME paperwork within one week after an event for which CME credit is being offered 
    • Assist with presentation design
    • Assist with event production, including screen sharing and driving the presentation
    • Maintain email lists and send email campaigns for PCP Office training and education
• Manage Provider Office Data
  • Update various internal systems and trackers within 1 week of a change taking place for provider demographic, Health Plan, payment information, or monthly roster refresh
  • Internal systems and trackers should be maintained with 100% accuracy
  • Participate in confirming the accuracy of provider office data as required
  • Communicate changes to internal teams as required 
  • Create and remove portal accounts for providers and office staff as requested by the Provider Operations, Quality, and VIPcare teams
• Manage internal team assignments
  • Update various internal systems and trackers within 1 week (or by the date specified by the department lead) of the change taking place
• Support Physician Partners patient mailing projects
  • Assist with mailer design if applicable
  • Assist with mailer proofing
  • Provide mail vendor with accurate mailing lists and instructions at least 4 days prior to the target mailing date
  • Follow up with vendor one week after targeted mailing date to confirm completion
• Participate in process improvement initiatives
  • Review and improve processes on a quarterly basis as assigned by the Manager of Core Operations
• Complete monthly compliance screening for providers, internal team members, and vendors
• Work with the Provider Operations and VIPcare teams to assign Humana members to the correct PCP within one week of receiving the updated monthly roster
• Participate in annual review of Provider Directory to confirm accuracy prior to printing
• Attend and participate in Core Operations team meetings, 1:1 meeting with Manager of Core Operations, and interdepartmental market meetings as required
• Responsible for managing and maintaining beneficial working relationships with health plans, vendors, PCP offices and internal teams
• Other designated administrative, clerical or operational tasks as assigned to leverage PPLLC goals

Key Attributes:

• Has a contagious and positive work ethic, inspires others, and model the behaviors of our core values and guiding principles
• An effective team player who contributes valuable ideas and feedback and can be counted on to meet commitments.
• Is able to work within our Better Health environment by facing tasks and challenges with energy and passion.
  • • Pursues activities with focus and drive, defines work in terms of success, and can be counted on to complete goals.
    • Demonstrated ability to handle data and information with confidentiality

Additional EDUCATION & SKILLS Preferred:

• Bachelor’s degree in Healthcare Administration or related field preferred
• Proven ability to work with Google Suite software or equivalent (MS Excel and MS Powerpoint)
• Ability to work independently with minimal supervision
• Excellent organizational, time-management, and multi-tasking skills with strong attention to detail
• Demonstrated resourcefulness, initiative, and results-oriented capabilities
• Ability to work in a shifting and fast-paced environment
• Must be able to work professionally with confidential information
• Excellent written and verbal communication skills.
• Ability to work cross-functionally with multiple teams
• Ability to shift focus, multi-task, and prioritize in a rapidly changing environment.
• STRONG reasoning and critical thinking required.
• MUST be results oriented with a focus on quality execution and delivery.

Physical Functions:

Physical ability to sit, stand and move freely about the office

• Must be able to remain in a stationary position up to or exceeding 50% 
• Ability to stand, walk and sit for long periods of time; ability to climb stairs
• Ability to bend, stoop, kneel, squat, twist, reach and pull

Operate, Activate or Use

• Constantly operates a computer and other office productivity machinery, such as copy machine, and computer printer