Project Coordinator

Position Summary

The Project Coordinator is responsible for end-to-end client onboarding, system access acquisition, credentialing coordination, and operational transition into the Revenue Cycle Management (RCM) team. This role ensures all technical, operational, and compliance requirements are met prior to go-live, while driving a structured, timely, and standardized onboarding experience.

This position serves as the central point of coordination across Sales, Credentialing, RCM, Medical Records, and clients to ensure seamless onboarding execution and transition readiness.

Key Responsibilities

1. Client Onboarding & Implementation Oversight

• Manage full onboarding lifecycle from contract execution through go-live.
• Monitor onboarding pipeline via internal communication channels (Cliq groups).
• Establish client-specific infrastructure including ShareFile folders and onboarding documentation.
• Coordinate onboarding checklist completion with Sales and internal teams.
• Develop and distribute structured meeting agendas and onboarding timelines.

2. System Access & Infrastructure Management

• Secure and validate access to: practice Management (PM) systems, clearinghouses, payor portals, hospital portals and EHR/EMR platforms (Epic, HCA, etc.).
• Ensure administrative-level access is obtained for operational readiness.
• Validate system access meets billing and reporting requirements.
• Coordinate with internal teams to distribute access promptly.

3. Credentialing & Portal Coordination

• Partner with Credentialing team to: track payor portal acquisition, confirm administrative permissions and monitor portal completion status.
• Maintain and review portal tracking documentation.
• Facilitate follow-ups on outstanding credentialing requirements.
• Support clients managing their own credentialing by providing required documentation and guidance.

4. Client Engagement & Pre-Transition Management

• Lead Pre-Transition Meetings: introduce PRG team and roles, confirm scope of services, review system access requirements and establish go-live timelines.
• Ensure clarity on: eligibility services, credentialing scope and hospital rounding and portal requirements.
• Maintain proactive communication with clients throughout onboarding.

5. Transition Readiness & Go-Live Coordination

• Enforce the 90% Access Rule to determine transition readiness.
• Schedule Transition Meetings based on access completion.
• Coordinate with RCM leadership to finalize transition timelines.
• Conduct internal readiness meetings with RCM and leadership.
• Ensure all operational dependencies are satisfied prior to go-live.

6. Epic, HCA & EHR/EMR Access Management

• Manage Epic onboarding workflows: EpicCare Link access, HyperSpace access validation and Documentation storage and compliance
• Coordinate HCA access requests and ensure required documentation submission.
• Schedule and facilitate EMR training for internal teams.
• Ensure offshore access limitations and requirements are properly enforced.

7. Documentation, Communication & Compliance

• Maintain all onboarding communication within designated client channels (Cliq).
• Document and distribute: meeting notes, Zoom recordings and status updates.
• Ensure accurate and complete record retention, including: portal trackers, access documentation and transition confirmations.
• Ensure HIPAA-compliant handling of all system access and documentation.

8. Transition Execution & Handoff

• Support and attend Transition Meetings led by RCM leadership.
• Validate completion of all onboarding requirements.
• Execute formal handoff of client ownership to RCM team.
• Ensure continuity of information and operational readiness post-transition.

Required Qualifications

• 5 years in healthcare revenue cycle, implementation or operations.
• Strong understanding of: PM systems and clearinghouses, Payor portals and credentialing workflows and Epic, HCA, and EMR systems.
• Experience coordinating cross-functional healthcare operations teams.
• Proven ability to manage multiple client implementations simultaneously.

Core Competencies

• Operational execution & process discipline.
• Cross-functional coordination.
• Attention to detail and compliance.
• Client-facing communication.
• Problem-solving and escalation management.
• Project management and timeline ownership.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Experience:

• EMR/EHR portal: 3 years (Required)

Ability to Commute:

• Downers Grove, IL 60515 (Required)

Work Location: Hybrid remote in Downers Grove, IL 60515

Salary : $55,000 - $65,000