Medical Office Coordinator, Fam & Comm Med-Pro Services - Hennepin County Medical Center

Hennepin Healthcare is an integrated system of care that includes HCMC, a nationally recognized Level I Adult Trauma Center and Level I Pediatric Trauma Center and acute care hospital, as well as a clinic system with primary care clinics located in Minneapolis and across Hennepin County. The comprehensive healthcare system includes a 473-bed academic medical center, a large outpatient Clinic & Specialty Center, and a network of clinics in the North Loop, Whittier, and East Lake Street neighborhoods of Minneapolis, and in the suburban communities of Brooklyn Park, Golden Valley, Richfield, and St. Anthony Village. Hennepin Healthcare has a large psychiatric program, home care, and operates a research institute, philanthropic foundation, and Hennepin EMS. The system is operated by Hennepin Healthcare System, Inc., a subsidiary corporation of Hennepin County. 

Equal Employment Opportunities: We believe equity is essential for optimal health outcomes and are committed to achieve optimal health for all by actively eliminating barriers due to racism, poverty, gender identity, and other determinants of health. We are committed to equitable care and working in an environment that celebrates, promotes, and protects diversity, equity, inclusion, and belonging. We are committed to bringing in individuals with new cultural perspectives to assist in creating a more equitable healthcare organization.

SUMMARY:
We are currently seeking a Medical Office Coordinator to join our DEPT team. This full-time role will primarily work on-site.  

Purpose of this position: Provides high-level administrative support for a department, division, or program to the Practice Manager, Department Chair, Assistant Chair, Residency Program Director and/or Division Director(s) of a medical staff department service office. May give work direction to one or two staff

RESPONSIBILITIES:

• Builds and manages provider templates in Amion for inpatient, outpatient, on-call schedules, paid time off (PTO, academic time(CME), and contract providers. Manages changes for urgent and non-urgent.  Finds coverage for urgent provider changes.
• Provides orientation, oversight, direction, supervision, and mentoring to medical office staff on a day-to-day basis and ensures adequate coverage of medical office staff and steps into their responsibilities during an absence
• Provides/performs departmental administrative duties to support the Department Chief, medical/program/division directors, staff physicians, and/or trainees (including screening/triaging telephone calls, facilitating patient referrals, maintaining Outlook calendars for department physician leadership, handling incoming mail, completing expense reports, obtaining signatures, filing, organizing, planning/organizing special events within the department)
• Functions as the subject matter expert and departmental resource in medical office coordination, requiring knowledge of the operation of the department with autonomy
• Assists the Medical Department’s Practice Manager and/or Supervisor with administrative duties and attends meetings in his/her absence
•  Prepares and manages the department provider annual review process.
• Performs various online functions involving PeopleSoft, E-way, Finance, or Payroll and oversees payroll time reporting for department medical staff providers (Physicians and APPs).
• Operationalizes departmental financial and capital budgets and tracks expenses
• Prepares formal correspondence, meeting minutes, and departmental publications. Types/transcribes a variety of materials (including correspondence, grants, contracts, manuscripts, curricula vitae, and presentation and lecture materials)
• Oversees the credentialing and privileging of physicians and advanced practice providers for the department or division. Works with the Office of the Medical Staff, regulatory agencies, and other depts to ensure compliance with licensure, annual required training and certifications.
• Manages the Service Office’s use of space, equipment, and supplies (including offices, conference rooms, office supplies and inventory, and office equipment)
• Assists in the coordination and orientation of new departmental/divisional physicians and advanced practice providers recruitment, interviews, on-boarding, off-boarding, academic appointment, promotion, and other matters affecting their employment.
• Creates and maintains clinic, procedural, on-call, attending, consult, paid time-off (PTO), and academic schedules for department or division(s) on Provider Scheduling System (ie.,AMION); monitors monthly AMION reports and validates variances
• Facilitates the processing of medical staff leaves of absence, according to guidelines, and notifies appropriate medical center departments accordingly
• Oversees visiting professorship programs creating/monitoring resident/fellow schedules in the Residency
• Management Suite and any departmental software programs, on-boarding/off-boarding, and coordinating rotation schedules
• Oversees and coordinates departmental CME activities (i.e., scheduling lectures, reserving rooms, ordering food, making travel/hotel reservations, coordinating honoraria, visiting professorship programs, processing ACCME-required paperwork, creating or assisting with presentation materials and tracking budgeted CME expenses)
• May recommend the implementation of department policies and procedures, and evaluate and modify existing procedures to increase department efficiency
• Processes academic promotions through the University of Minnesota Medical School
• Performs other duties as assigned

QUALIFICATIONS:
Minimum Qualifications:

• High school graduation
• Preferred Associate degree in Business, Management, General Studies, or Healthcare Discipline
• Five (5) years of progressive office experience in monitoring budgets and justifying variances, coordinating departmental projects, providing oversight and direction to office staff, development of department policies and procedures, and facilitating Department office, conference room space, and overseeing/selecting office equipment

-OR-

• An approved equivalent combination of education and experience

Preferred Qualifications:

• Previous work experience in a medical setting

Knowledge/ Skills/ Abilities:

• Ability to work independently with minimum guidance
• Ability to communicate in a professional, clear, succinct, and tactful manner both verbally and in writing
• Skilled in review and analysis of financial records and budgets
• Knowledge of personal computer system and various software, or possesses an aptitude to learn such programs
• Exceptional organizational time management, prioritization skills and highly detail oriented.
• Advanced technology skills, especially in Microsoft Office, including proficiency in Excel spreadsheets, Amion management and Peoplesoft
• Excellent clerical skills including organization and time management

You've made the right choice in considering Hennepin Healthcare for your employment. We offer a wealth of opportunities for individuals who want to make an impact in our patients' lives. We are dedicated to providing Equal Employment Opportunities to both current and prospective employees. We are driven to connect talented individuals with life-changing career opportunities, enabling you to provide exceptional care without exception. Thank you for considering Hennepin Healthcare as a future employer.  

Please Note:  Offers of employment from Hennepin Healthcare are conditional and contingent upon successful clearance of all background checks and pre-employment requirements.