Revenue Cycle Operations Coordinator

The Revenue Cycle Operations Coordinator serves as a critical bridge between Revenue Cycle Operations, IT, and external vendors, driving operational excellence through structured project management, workflow optimization, and cross-functional facilitation. This role accelerates performance improvement by analyzing processes, implementing scalable solutions, and promoting effective adoption of new functionalities and new technologies. Reporting to the Executive Director of Revenue Cycle and working closely with the Executive Director of Information Technology, the analyst ensures that systems, processes, and teams operate in alignment with organizational goals and industry best practices to enhance revenue cycle performance.

Education and Qualifications:

• Bachelor’s degree preferred; relevant clinical, revenue cycle, or healthcare operations experience may be considered in lieu of a degree.

• Minimum 5 years of experience in revenue cycle leadership, healthcare operations, project management, or related healthcare technical support.
• Knowledge of regulatory standards and their impact on operational workflows and system configurations.
• Strong understanding of confidentiality, privacy, and HIPAA requirements.
• Proven ability to build productive relationships and collaborate across diverse teams.
• Proficiency in Microsoft Office and comfort working with analytical tools, workflow diagrams, and project management platforms.
• Demonstrated strength in problem-solving, analytical thinking, prioritization, and time management.
• Excellent verbal, written, and presentation communication skills.
• Strong organizational skills and a customer-service mindset.

Knowledge, Skills, and Abilities Required:

• Exceptional communication skills to engage with patients, physicians, family members, and co-workers, emphasizing a customer service focus and positive language.
• Ability to utilize interpersonal styles and techniques to gain acceptance of ideas and modify behavior as needed to accommodate various tasks and stakeholders.
• Strong leadership qualities and objective analysis skills with a proactive approach to problem-solving.
• Analytical skills to identify issues and opportunities, draw conclusions from diverse data, and develop effective solutions.
• Capacity to thrive in a fast-paced, dynamic environment with adaptability and flexibility.
• Proficient in mentoring and guiding team members effectively.
• Strong computer skills, including proficiency in MS Office, project management and EMR software.
• In-depth understanding of department processes and financial workflows, including scheduling, prior authorization, registration, coding, billing, and follow-up.
• Creative and critical thinking skills to swiftly address atypical issues and challenges.
• Ability to work independently with minimal supervision while making informed decisions within established operational guidelines and policies.

Essential Duties and Responsibilities:

Cross-Functional Leadership & Facilitation

• Act as the primary liaison between Revenue Cycle, IT, and vendors to ensure seamless coordination, integration, and solution delivery.
• Facilitate meetings, discovery sessions, and decision-making discussions among stakeholders to maintain clarity of scope, expectations, and priorities.
• Drive adoption of new tools, workflows, and processes through structured communication, training, and change management.
• Champion positive operational change by aligning technology, process redesign, and staff engagement with organizational goals.
• Translate complex technical or operational concepts into clear, actionable information for leadership and frontline users.

Project & Program Management

• Lead revenue cycle related initiatives from initiation through implementation and transition to maintenance, ensuring well-defined scope, timelines, and deliverables.
• Develop detailed project plans including task lists, dependencies, resource needs, and milestone schedules.
• Coordinate cross-functional workstreams, track progress, identify barriers, and escalate risks to ensure/maintain momentum and project success.
• Streamline project cycle times to accelerate completion and transition solutions into sustainable long-term ownership by IT and revenue cycle operations.
• Ensure all initiatives directly support organizational strategy, regulatory requirements, and performance targets.
• Manage stakeholder expectations and maintain transparent communication around project status, risk, and outcomes.

Revenue Cycle Performance Analysis & Optimization

• Conduct comprehensive analysis of A/R functions, workflows, system usage, and end-user needs to identify gaps, inefficiencies, and improvement opportunities.
• Perform current-state vs. future-state workflow assessments with attention to compliance, quality, usability, and financial impact.
• Apply strong critical-thinking skills to diagnose root causes, validate operational needs, and design actionable, sustainable solutions.
• Monitor performance metrics, identify trending issues, and recommend enhancements to support efficiency, automation, and revenue performance.
• Observe user interactions within Meditech and related vendor systems to identify training needs or optimization opportunities.

Technology, Systems, and Data Integrity

• Partner with Information Technology on vendor software implementations, upgrades, and system optimization efforts to ensure technology solutions are effectively deployed and adopted.
• Develop and document future-state workflows, build requirements, and collaborate with technical teams to support design and configuration.
• Perform data mapping, validation, and standardization to ensure accuracy and integrity across reporting and operational pipelines.
• Investigate and resolve data anomalies, system errors, enhancement requests, and user inquiries.
• Monitor system performance and partner with IT to implement corrective actions that improve reliability and reduce rework.

Communication, Training & Change Management

• Develop communication plans and deliver status updates, readiness materials, and executive summaries to leadership and project teams.
• Deliver training, coaching, and user support based on adult learning principles to drive adoption and long-term proficiency.
• Create and maintain work instructions, reference guides, and sustainment plans to promote consistency and efficiency in revenue cycle processes.
• Support staff engagement and improve patient satisfaction by ensuring system reliability, workflow clarity, and effective tool utilization.

Strategic Contributions

• Partner with leadership to identify strategic priorities and translate them into actionable revenue cycle initiatives.
• Assess organizational performance and synthesize findings into recommendations that support decision-making and performance improvement.
• Support business intelligence functions, operational reporting, and ad hoc research initiatives through data validation, understanding of data elements, and workflow expertise.
• Contribute to continuous improvement initiatives that enhance operational efficiency, reduce waste, accelerate cash collections, and increase revenue realization.

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned.   This position reports to the Executive Director of the Revenue Cycle. 

HIPAA: This position will have access to the following Protected Health Information in order to carry out the duties related to their position at Hays Medical Center based on the following criteria:

Primary – required (routine) to do the job;

Secondary – required for the job, but mostly be exception; and

None – no approved access Description of Information

Primary:

Patient Demographic Information (information used to identify a person): Name, Date of Birth, Address, Race, Marital Status, Religion Job

Financial Information/Insurance (information related to insurance, billing, and payment): Billing Information, Payer Name, Payer ID, Account Balances, Plan Elements Covered, Payment Information, Payment Rates

Clinical Information (information that describes a patient’s health status): Diagnosis, Reports/Medical Notes, Test Results, Problem List, Procedures, History and Physical

Secondary:

Coding Information (clinical information that is in (alpha) numeric format): ICD-9 Codes, Rev Codes, CPT Codes

Functional Demands:

Infection Control: Initial and Ongoing training in dealing with infection control. Trainings could include but are not limited to, blood borne pathogens, bodily fluids and biohazardous materials as it applies to your daily work environment.

Patient Interaction: Occasionally