Provider Relations Coordinator - Omni Wound Physicians

Job Summary:

The Provider Relations Coordinator is a key leadership role responsible for

enhancing relationships between healthcare providers and the organization. This role includes overseeing service performance, and directing concerns or issues to appropriate departments such as HR, Clinical or Filed Operations. Adaptability, strategic thinking, and clear communication are essential as the role

evolves to meet organizational needs.

Compensation Range: The salary range for this position is $68,640 to $80,000 annually.

Reporting To: The Provider Relations Coordinator reports directly to the Director of Administrative Operations.

Key Responsibilities:

Provider Communication & Engagement

Act as the primary liaison for providers, addressing concerns, updates, changes to service coverage areas, status / availability updates, and all other inquiries while handling with professionalism and clarity.

Document any issues and send notifications requiring support from the Field and clinical operations, immediate manager, and HR. The Admin Ops will oversee and align decision-making with existing company policies and HR Director guidance.

Collaborate with the Director of Learning and Development, Chief Medical Officer, and immediate manager to facilitate provider meetings that discuss performance metrics, updates, and opportunities for program enhancements.

Foster positive and collaborative relationships with providers to ensure long-term

engagement, satisfaction, and excellence in care delivery.

Compensation Recommendations

Recommend adjustments to provider compensation for one-time or urgent on-call needs, within the guidelines established by organizational policies and budgets.

Collaborate with immediate manager to ensure all recommendations adhere to approved limits and receive necessary authorization before implementation.

Ensure recommendations are adaptable to unexpected circumstances while maintaining service quality and fiscal responsibility.

Operational Performance & Issue Resolution

Direct provider-related concerns or incidents to team for appropriate action.

Support operational consistency by facilitating resolutions and coordinating and assisting with investigative tasks to relevant departments.

Provider Data Reporting & Analytics

Develop and track key performance indicators (KPIs), such as provider satisfaction

scores and average issue resolution time.

Analyze data to identify trends, gaps, and areas for operational improvement including coverage area hires.

Create comprehensive reports on provider trends and availability for leadership review.

Compliance & Reporting

Compliance will be monitored through regular audits, adherence to documented policies, and periodic reviews conducted in collaboration with HR and Compliance departments.

Ensure adherence to company policies, labor laws, and industry standards.

Immediately report provider misconduct or compliance issues to appropriate leadership.

Maintain proper document storage and retention in line with organizational and

regulatory requirements.

Uphold HIPAA and other laws safeguarding patient privacy and confidentiality.

Ensure team members under direct or indirect supervision comply with timely rest

breaks and meal periods.

Scheduling & Collaboration

 Ensure providers are appropriately scheduled to meet organizational needs and service demands.

Collaborate closely with the Director of Field Operations to confirm that field assistants are supporting providers in the field and are available and effectively scheduled.

Work proactively to align provider schedules with field assistant availability to avoid

service interruptions and optimize operational efficiency.

Performance Management

Address work performance concerns or violations with individuals under direct or indirect leadership. Partnership with immediate manager and HR Director is required prior to any corrective action taken.

Provide clear feedback and development plans to support performance improvement.

Technology & ai Systems Proficiency

Use tools such as Google Suite, EMR, Slack, Z Maps, and platforms specifically relevant to mobile wound care and G-tube management, such as specialized wound care tracking software.

Recommend AI and other technological advancements to optimize team efficiency and performance.

Enhance scheduling, reporting, and provider engagement processes through innovative technologies tailored to the healthcare industry.

Strategic Problem-Solving & Process Improvement

Design, document, and implement new processes to improve operational workflows and ensure consistency.

Lead strategic projects aimed at aligning departmental goals with organizational

objectives.

Adapt to dynamic environments while maintaining focus on core responsibilities.

Team Leadership & Collaboration

Provide mentorship and leadership to the Provider Relations team, fostering professional development.

Partner with HR, Compliance, and Operations teams to align departmental efforts with organizational goals.

Collaborate with the Healthcare Liaison on tasks such as coordination of provider

training, onboarding schedules, and integration efforts.

Partner with Account Executives when new client business accounts are acquired and take responsibility once accounts are fully integrated.

Employ de-escalation techniques to address and resolve conflicts with internal and

external customers effectively.

Inspire team members and promote a collaborative, high-performance culture.

Time & Attendance Oversight

Monitor vacation and sick time balances for providers to ensure accurate reporting.

Collaborate with HR to resolve timekeeping issues and ensure compliance with labor laws.

Oversee onboarding schedules for new providers to ensure a seamless integration

process.

Geographical Knowledge & Route Planning

Apply geographical knowledge and mathematical skills to optimize travel efficiency for providers.

Develop recommendations for route planning to minimize unnecessary mileage and

improve productivity.

Review and update geographical optimizations quarterly to ensure alignment with real-world changes, including shifts in service areas or provider availability.

Work Environment & Physical Requirements:

At the present moment, this role will be office-based with flexibility for hybrid work

arrangements once the role and department are operating at a satisfactory capacity.

Clearance for hybrid work will be provided by the VP of Operations after a careful

evaluation of department and individual performance.

This position may require weekend support and/or support outside of normal business

hours when hourly non-exempt team members are unavailable.

Frequent use of computers, phones, and other office tools.

Ability to lift objects up to 20 lbs. and maintain prolonged periods of sitting or standing.

Minimum of 50 WPM for accurate and efficient documentation.

Ability to prioritize and multitask effectively in a fast-paced environment.

Required Qualifications:

Education:

Bachelor’s degree in Healthcare Administration, Business Management, or a related

field (required).

Master’s degree in Healthcare Administration, Business, or a related field (preferred).

Experience:

Minimum of 1-4 years in provider relations, healthcare management, or a similar role.

Proven ability to manage provider networks and achieve service excellence.

Demonstrated experience in addressing and resolving performance-related issues.

Skills & Competencies:

Demonstrates flexibility and emotional insight when addressing challenges, enabling effective responses to dynamic situations.

Customer service focused.

Capable of leading independently while exercising sound judgment and discretion.

Strong problem-solving skills with the ability to address operational challenges

effectively.

Exceptional written and verbal communication in English; proficiency in additional

languages is preferred.

High degree of accuracy in documentation, reporting, and operational tasks.

Expertise in Google Suite, EMR systems, and data analytics platforms, with the ability to integrate AI tools.

Proficiency in calculating travel efficiencies and operational metrics.

Strong understanding of regional geographies to support route optimization.

Skilled in de-escalation techniques to manage and resolve conflicts effectively.

Classification and Exemption Status: This position meets the exemption criteria under California and federal FLSA guidelines. The role involves managerial, administrative, and independent decision-making duties requiring discretion and judgment. Employment with the company is at-will, meaning either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, in compliance with California and federal labor laws.

Equal Employment Opportunity and Workplace Accommodations: We are an equal

opportunity employer committed to fostering an inclusive and diverse workplace. Employment decisions are based on merit, qualifications, and business needs, and we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status. Requests for workplace accommodations can be submitted to HR@OmniWoundPhysicians.com.