Site Operations Coordinator - CommonSpirit Health

The Site Operations Coordinator performs a wide range of functions critical to the success of the Organization’s site locations, including customer and clinical support, human resources support, 3rd party records requests, facilities management, talent acquisition on-boarding, support for Employee engagement activities, and potential field employee payroll support.

1. Supports CommonSpirit Health at Home’s mission to make the healing presence of God known in our world by improving the health of the people we serve, especially those who are vulnerable, while we advance social justice for all. Our mission aligns and supports with that of our parent health system; supports CommonSpirit Health and CommonSpirit Health at Home’s values, strategic goals and high standards of customer service; consistently lives People First Behaviors; and follows the policies and procedures of the organization.
2. Adheres to the Corporate Compliance Program, including confidentiality of HIPAA protected health information. Maintains confidentiality of patient information.
3. Works independently with limited direct supervision using the organizational policy, site guidelines and procedures and good judgment.
4. Functions as an effective team member and contributes to the development and achievement of site and organizational goals and objectives.
5. Is promptly and professionally available to assist office and clinical employees.
6. May require travel between sites to support administrative operations within the region.
7. Demonstrates the ability to be efficient and productive by organizing job duties and responsibilities.

8. All other duties as assigned.

LEADERSHIP SUPPORT
9. May support and/or assist with reports management and data tracking pertinent to clinical care and daily site operations
10. Responsible for the prompt, friendly answering and directing of phone calls, as well as for the prompt, friendly greeting of external and internal customers to the office
11. May support and/or facilitate various Employee Engagement activities to drive engagement and retention of agency personnel
12. Responsible for managing and overseeing all required legal and regulatory postings in agency office (OSHA, Workers' Compensation, Compliance, etc)
13. Responsible for oversight of facilities management issues/troubleshooting, including office supply management, deliveries, etc.
14. Performs various administrative support functions for site leadership which may include: mailing consolidated billing denials, handling third party payor single case agreements, invoice coding according to general ledger guidelines, and assisting in management of third party vendor relationships.
15. Support clinical education processes and needs through oversight and management of all clinical resources/materials, assistance with annual clinical competency needs, Pathways modules oversight and tracking, etc.

HUMAN RESOURCES SUPPORT
16. Effectively conducts Day One New Hire Orientation for all new office, business development, and field employees to review organizational expectations, culture, vision, and core values. Responsible for new hire access forms management during onboarding to ensure correct access to various IT platforms as required by each position, as well as ordering of required technological
equipment needs.
17. Supports site and organization programs by tracking and monitoring recruitment and retention activities as directed, as well as management of all 30/60/90 day new hire discussion forms.
18. Responsible for completing all documentation to add, change or delete employee information. Acts as liaison between employees and Corporate Human Resources.
19. Maintains accurate digital employee personnel files by uploading required documents to the HR employee document platform in a timely manner.
20. Oversees all tracking of credentialing needs (provider licenses, CPR, TB tests, physicals, flu, etc) for organization and routinely communicates needs to site leadership
21. Manages process for new hire identification badges, as well as ongoing replacement badges for site employees

PAYROLL SUPPORT

22. Support field employee payroll processes through reports management, non-visit activity reconciliation, productivity reporting, various auditing requirements, etc.
23. Reconciles field staff time/pay with schedule and processes information accurately, including pay, bonus, travel time, etc and ensures payroll and billing validation process is followed, including required documentation, completeness of logs and time slips, etc.
24. Communicates with the management regarding payroll issues and obtains appropriate authorization for overtime, bonuses, etc.
25. Works closely with appropriate Corporate departments to resolve billing and payroll issues.
26. Answers questions from field employees regarding paychecks and answers questions from patients related to monthly billing.

Required Education: High School diploma or equivalent
Required Minimum Experience: A minimum of two years customer service experience. Minimum one year of medical office related experience.

Required Minimum Knowledge, Skills and Abilities: Proficiency with a calculator and simple math.
Ability to produce legible, accurate, and organized records. Self-directed, detail oriented and organized.
Excellent verbal and written communication skills. Strong interpersonal skills.
Detail oriented, strong organizational and time management skills. Maintains confidentiality.
Good computer skills, familiar with multiple software programs including Windows based programs.

PREFERRED Education and/or Experience: Two years of payroll related experience. Prior recruiting experience.
Specialized office training strongly.