Provider Management Coordinator

Description

The Provider Management Coordinator provides administrative and operational support to Provider Management and Clinical Leadership across both Long-Term Care and Clinic operations. This role maintains accurate provider records, coordinates provider and facility documentation, monitors documentation and workflow completion, supports provider performance reporting, and assists with audits, evaluations, and special projects.

Responsibilities:

Provider Records and Coordination

•  Maintain provider spreadsheets and related records for new starts, terminations, status changes, and transitions.
•  Maintain the DOT spreadsheet for clinic providers and the AMC Provider Spreadsheet.
•  Prepare and process Employee Status Change Forms as needed.
•  Coordinate new facility and medical director agreements, including drafting, routing, tracking, and filing final documents.
•  Assist Human Resources and Provider Management with HRSA program documentation and tracking.
•  Enter approved provider PTO requests in TeamUp and maintain related records as assigned.

Open Encounters and Missing Slips

•  Run open encounter and missing slip reports each Monday and provide managers with a detailed status summary.
•  Send Athena messages to advanced practice providers with open encounters or missing slips older than three days.
•  Send Athena messages to physicians with open encounters or missing slips older than 30 days.
•  Recheck outstanding items Tuesday through Friday, follow up with providers, and send progress updates to managers.
•  Cancel or delete encounters when appropriate and authorized.
•  Review no-show visits across assigned tablespaces, contact providers for clarification, and check in visits when appropriate.

Clinical Workflow Monitoring

•  Complete clinical inbox audits twice monthly for each assigned tablespace, identify items older than seven days, notify providers through Athena, and follow up through completion.
•  Review the weekly PCC pending orders report for AMC providers; notify providers of unsigned orders, troubleshoot barriers, and escalate unresolved items to the appropriate manager.
•  Clear inactive staff or provider boxes in Athena as requested when a provider has left the organization or a box is no longer needed.

Provider Metrics and Performance Support

•  Reconcile audiology trackers against provider rosters and maintain patient counts used for applicable bonus calculations.
•  Identify providers with low CCA volume, complete provider outreach through Athena, answer questions, and follow up as needed.
•  Support provider evaluations by creating and organizing provider files and compiling relevant performance data, including nursing home census, actual versus expected visit volume, billing accuracy, charting timeliness, missing slips, clinical inbox completion, CCM and CCA activity, and other quality measures.
•  Maintain or update provider metric reports and tracking tools as assigned, including review of available automated reporting.
•  Filter and prepare the monthly G2211 report for clinic providers.

Additional Responsibilities

•  Prepare encounter-related disciplinary warning or action forms at the direction of the responsible manager.
•  Assist with provider communications, reporting, audits, research, and special projects as requested.
•  Maintain confidentiality and accuracy when handling provider, employee, and patient-related information.
•  Perform other duties as assigned to support Provider Management and Clinical Leadership.
•  Other duties as assigned.

Requirements

Required Qualifications:

•  High school diploma or equivalent required; bachelor’s degree preferred.
•  Three to five years of experience in a coordinator, administrative, healthcare operations, or related role.
•  Excellent written and verbal communication skills.
•  Strong project-management, organization, follow-up, and time-management skills.
•  High attention to detail and demonstrated ability to maintain accurate records.
•  Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint; experience with Athena, PointClickCare, and TeamUp preferred.
•  Ability to interpret reports, identify outstanding items, and communicate clearly with providers and leaders.
•  Self-starter with a strong sense of accountability and the ability to work independently as part of a team.
•  Ability to handle confidential information with professionalism and discretion.
•  Commitment to outstanding customer service and building strong working relationships.

FLSA Status: Non-Exempt

Benefits:

•  401(k)
•  Dental insurance
•  Employee discounts
•  Health insurance
•  Paid time off
•  Vision insurance

Schedule:

•  Monday to Friday

Work Location: Remote

Physical Requirements

•  Ability to remain seated for extended periods (up to 6–8 hours per day) while performing computer and desk work.
•  Frequent use of hands and fingers for typing, filing, writing, and handling small office items.
•  Close visual acuity to read documents, view a computer screen, and perform detailed work.
•  Ability to hear and respond to verbal instructions and communicate clearly in person and over the phone.