Practice Operations Coordinator

Position Summary

The Practice Operations Coordinator provides high-level administrative and operational support to ensure the efficient daily functioning of the practice. This role requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced healthcare environment. The Practice Operations Coordinator supports financial operations, human resources documentation, clinician credentialing, facilities coordination, and marketing initiatives.

Essential Duties and Responsibilities

Administrative Support

• Provide direct administrative support to the Practice Administrator
• Manage incoming and outgoing correspondence
• Take mail to the post office and coordinate certified mailings as needed
• Prepare and take daily/weekly deposits to the bank
• Organize and maintain electronic and physical filing systems
• Scan and properly file invoices and HR-related documents
• Assist with meeting preparation, documentation, and follow-up

Financial & Revenue Cycle Support

• Process and track accounts payable, including invoice review and payment coordination
• Maintain vendor files and ensure timely payment of obligations
• Work patient credit balances and process refunds appropriately
• Process patient collection letters according to practice policy
• Assist with reconciliation and documentation as directed

Human Resources Support

• Scan and maintain employee personnel files and HR documentation
• Assist with onboarding documentation and compliance tracking
• Maintain confidentiality of all employee information
• Support tracking of licenses, certifications, and required trainings

Clinician Credentialing

• Coordinate and maintain clinician credentialing and re-credentialing with payers and health systems
• Track expiration dates for licenses, DEA registrations, malpractice insurance, and certifications
• Maintain organized credentialing files and documentation
• Communicate with insurance companies and regulatory agencies as needed

Facilities Management

• Assist with facilities coordination and vendor communication
• Track maintenance requests and ensure timely resolution
• Support oversight of building services (cleaning, repairs, inspections)

Marketing Assistance

• Assist with implementation of marketing initiatives
• Coordinate marketing materials and vendor communication
• Support website updates and social media coordination as directed
• Help organize community outreach or promotional events

Qualifications

• High school diploma required; Associate’s or Bachelor’s degree preferred
• 2 years administrative healthcare experience
• Experience with accounts payable and basic bookkeeping processes
• Familiarity with clinician credentialing processes preferred
• Strong proficiency in Microsoft Office and document management systems
• Excellent organizational and time-management skills
• High level of discretion and professionalism
• Strong written and verbal communication skills

Core Competencies

• Attention to detail
• Confidentiality and integrity
• Initiative and problem-solving
• Multitasking and prioritization
• Professional communication
• Reliability and accountability

Work Environment

This position operates primarily in a professional medical office setting. Occasional local travel may be required for bank deposits and post office visits.