What are the responsibilities and job description for the Clinical Operations Coordinator position at Bottlenotes Inc.?
Description
The Clinical Operations Coordinator provides administrative and operational support to the Nursing Department and Senior Leadership. This position ensures smooth day-to-day clinical operations by coordinating schedules, assisting with documentation, maintaining medical records, ordering supplies and durable medical equipment (DME), and supporting clinical staff in delivering quality care. The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced healthcare environment.
Shift Available
Monday - Friday 8am-4:30pm
Scheduling And Staffing
Minimum of 30 hours worked, and employees enjoy a comprehensive benefits package:
Visit https://www.verland.org/ to learn more about what makes Verland expectational!
Verland is an equal opportunity employer, and all qualified applicants will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
The Clinical Operations Coordinator provides administrative and operational support to the Nursing Department and Senior Leadership. This position ensures smooth day-to-day clinical operations by coordinating schedules, assisting with documentation, maintaining medical records, ordering supplies and durable medical equipment (DME), and supporting clinical staff in delivering quality care. The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced healthcare environment.
Shift Available
Monday - Friday 8am-4:30pm
Scheduling And Staffing
- Responsible for maintaining the nursing schedule and managing PTO requests.
- Collaborates with the Director of Nursing (DON) to complete payroll (timesheets).
- Communicates scheduling updates and changes promptly to the DON.
- Tracks and communicates schedule changes or coverage needs to ensure adequate staffing.
- Maintains accurate communication by promptly answering telephones, activating the paging system, facilitating timely faxing, and distributing departmental and individual mail.
- Greets and assists visitors, physicians, and staff members in a professional and welcoming manner.
- Screens visitors and directs them to appropriate visitation areas.
- Serves as a resource for staff regarding department-specific materials and directs inquiries to the appropriate person.
- Assists the DON and Senior Director with projects, reports, and presentations as needed.
- Attends meetings to take accurate minutes and distributes them to appropriate staff.
- Maintains and updates the Electronic Health Record (EHR), including demographics, insurance, and family contact information.
- Assists with various medical record responsibilities to ensure compliance, accuracy, and timeliness.
- Assists medical assistants with filing, gathering medical forms, and distributing documentation to medical records or other departments as needed.
- Orders and organizes medical supplies, maintains inventory, and ensures cleanliness of medical supply areas and work environment.
- Obtains medical equipment as needed.
- Submits repair requests for nursing department equipment (e.g., med carts, laptops, vital signs equipment, suction machines, scales, pumps) and follows up until completion.
- Ensures timely communication with charge nurse or designated staff when unavailable.
- Coordinates clinics with the clinic nurse, including scheduling, client movement, setup, and tear-down of events.
- Assists with the preparation and execution of all clinics, including but not limited to flu, COVID, dental, and vision clinics.
- Provides logistical and administrative support to ensure efficient clinic operations.
- Identifies personal and departmental learning needs and communicates them to the DON.
- Collaborates with nursing and interdisciplinary teams to support continuous improvement in operations and care delivery
Minimum of 30 hours worked, and employees enjoy a comprehensive benefits package:
- Health (UPMC), Dental and Vision Insurances (1st of the month following 30 days from start date)
- Healthcare Flexible Spending Account (HSA)
- Dependent Care Flexible Spending Account
- 403b – Traditional and Roth with Company Match
- Tuition Reimbursement (for core positions)
- Competitive PTO Plan
- 8 Paid Holidays
- Incentive in lieu of Medical coverage
- Career Development
- Whole Person Wellbeing Resources
- Mental Health Resources and Support
- Strong organizational and time-management skills with the ability to prioritize multiple tasks.
- Excellent written and verbal communications skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or similar tools.
- Ability to work independently as well as collaboratively within a team
- High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business, or related field preferred.
- Prior experience in healthcare operations, medical office administration, or nursing support strongly preferred.
- Experience with scheduling software (such as Kronos) required.
- Familiarity with EHR systems and medical record management.
Visit https://www.verland.org/ to learn more about what makes Verland expectational!
Verland is an equal opportunity employer, and all qualified applicants will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.