What are the responsibilities and job description for the Operations Coordinator position at SP MANAGEMENT SERVICES INC?
Operations Coordinator – Physician Practice
The Operations Coordinator plays a key role in supporting the daily operations of the outpatient physician practice. This position ensures clinic workflows run efficiently, supports providers and staff, and helps maintain a smooth, patient‑centered experience. The role bridges front‑office, clinical support teams, and administrative functions to ensure the practice meets operational, financial, and service goals.
Key Responsibilities
Clinic Operations & Daily Workflow
- Supports the day‑to‑day functioning of the clinic, helping monitor patient flow, room utilization, schedule execution, and provider support needs.
- Identifies workflow barriers (ie, bottlenecks, late starts, delays) and escalates or resolves issues to maintain efficient operations.
Cross‑Team Coordination
- Acts as a liaison between front desk, medical assistants, imaging, referrals/authorizations, schedulers, and leadership to ensure alignment and smooth handoffs between departments.
- Helps communicate daily updates, schedule changes, staffing adjustments, and operational priorities.
Staff Support & Scheduling
- Assists with coordinating MA assignments, front desk coverage, and same‑day staffing adjustments.
- Helps address unexpected absences or volume surges by reallocating staffing or resources to maintain clinic flow.
Supply, Equipment, & Operational Readiness
- Monitors daily clinic readiness, including room setup, equipment function, supply levels, and stocking needs.
- Coordinates with supply chain, imaging, or support teams to address equipment or resource issues quickly.
Operational Problem‑Solving
- Responds to real‑time issues impacting operations, including delayed rooms, patient flow disruptions, provider support needs, or workflow inefficiencies.
- Documents recurring issues and collaborates with leadership on solutions and process improvements.
Team Collaboration & Support
- Works closely with clinic leadership to support daily huddles, communication updates, and operational initiatives.
- Assists with onboarding new staff by helping integrate them into workflows and operational processes.
Process Improvement
- Identifies opportunities to improve efficiency, patient throughput, and overall clinic workflow.
- Supports pilots, small projects, and workflow adjustments designed to improve productivity and patient experience.
Requirements
- High School Diploma
- Bachelor’s Degree in business, or a healthcare related field preferred.
- 3 years of experience in healthcare operations, clinic administration, scheduling, or a related area.
- Working knowledge of electronic medical record (EMR) systems and operational software.
- Proficiency with Microsoft Excel and strong data‑gathering/analytical skills.
- Strong organizational, communication, and problem‑solving abilities with a focus on supporting teams and improving daily operations.
Preferred Qualifications
- Experience working in an orthopedic, spine, neurosurgery, or pain management practice, including familiarity with common clinic workflows, procedure types, terminology, and diagnostic pathways.
- Understanding of imaging operations (X‑ray, MRI workflow coordination, patient preparation, and room readiness).
- Knowledge of pre‑authorization requirements specific to orthopedics and pain management (ie, injections, MRIs, advanced imaging, DME, surgical requests).
- Experience supporting high-volume specialty providers, especially in environments with rapid patient turnover, multiple procedure types, or complex scheduling templates.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.