Medical Operations Executive Coordinator

New Horizons is the largest mental health and addiction recovery provider on the Treasure Coast (and beyond), serving 15,000 children and adults annually through inpatient crisis services, 24-hour help line and mobile response team, and outpatient programs conveniently located across Indian River, Martin, Okeechobee and St. Lucie counties. In addition, New Horizons assists 22,000 students in area schools, and we work closely with the courts, law enforcement, jails, and hospitals to help improve the health of individuals and the quality of life in our community.

New Horizons is seeking a Medical Operations Executive Coordinator for our Medical Services department. This role provides executive-level administrative, operational, and compliance support to the Medical Director and serves as a key liaison among medical providers, clinical leadership, Human Resources, Revenue Cycle, Credentialing, and other administrative departments. The Medical Operations Executive Coordinator exercises independent judgment, maintains the highest level of confidentiality, manages multiple priorities, and serves as a trusted resource to the Medical Director and leadership team.

This position is responsible for coordinating provider operations, supporting documentation and billing compliance, monitoring provider credentialing and regulatory requirements, coordinating staffing and scheduling activities, assisting with workforce administration, and supporting initiatives that improve operational efficiency, quality of care, regulatory compliance, and patient access to services.

As a Medical Operations Executive Coordinator, your responsibilities will include:

1. Executive Leadership Support

- Provide executive-level administrative support to the Medical Director

- Prepare correspondence, presentations, reports, meeting agendas, and executive communications

- Organize confidential records, reports, and executive files.

- Serve as the primary liaison between the Medical Director, providers, leadership, and external partners.

2. Medical Operations

- Coordinate provider vacation requests and maintain provider leave calendars.

- Coordinate provider schedules and physician on-call rotations.

- Assist with the implementation of operational initiatives designed to improve efficiency and patient services.

- Coordinate special projects assigned by the Medical Director.

3. Revenue Cycle & Billing Compliance

- Assist in improving provider documentation practices to enhance billing accuracy and regulatory compliance.

- Collaborate with Revenue Cycle, Billing, and Clinical Leadership to improve coding and documentation workflows

- Assist with chart audits, quality improvement initiatives, mortality reviews, and compliance monitoring.

4. Provider Compliance & Credentialing

- Maintain provider CAQH profiles and ensure timely updates.

- Monitor provider credentialing and recredentialing requirements.

- Track provider licenses, DEA registrations, board certifications, malpractice documentation, continuing education requirements, and other regulatory credentials

-Ensure provider files remain current and compliant with organizational, state, federal, and accreditation requirements.

5. Human Resources & Workforce Coordination

- Monitor attendance, timecard approvals, PTO balances, and vacation scheduling

- Work collaboratively with Human Resources regarding staffing concerns, scheduling, payroll, and provider compliance.

- Support organizational initiatives related to employee engagement, retention, and operational effectiveness

6. Operational Excellence

- Maintain strict confidentiality regarding patient, employee, provider, and organizational information.

- Support CARF, Joint Commission, Medicaid, Medicare, and other regulatory surveys or audits as assigned.

- Develop reports, dashboards, and operational metrics for leadership

- Perform additional duties and special projects assigned.

Education

• Associate's degree in medical coding, business administration, Healthcare Administration, or related field preferred.
• Bachelor's Degree preferred.

Experience

• Minimum of two (2) years of executive administrative experience required.
• Three to five (3–5) years of healthcare administrative, provider operations, medical staff services, or executive support experience preferred.
• Minimum of two (2)) years of Revenue Cycle & Billing Compliance experience
• Experience working in behavioral health or hospital operations preferred.

Knowledge, Skills, and Abilities

• Excellent organizational and project management skills.
• Strong attention to detail and accuracy.
• Outstanding verbal and written communication skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Working knowledge of healthcare operations and medical terminology.
• Knowledge of provider credentialing, CAQH, billing processes, coding concepts, and revenue cycle operations.
• Knowledge of HIPAA and healthcare privacy regulations.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Experience with electronic health record systems (Credible preferred).
• Ability to prepare reports, analyze data, and maintain confidential information.
• Ability to work independently while collaborating effectively with multidisciplinary teams.
• Strong customer service, interpersonal, and relationship-building skills.