Operations Coordinator

The Operations Coordinator (Ops Coordinator) plays a vital role in supporting operational excellence across the clinical enterprise. The Ops Coordinator will troubleshoot a range of IT issues, assist in asset tracking for onboarding/offboarding staff, and collaborate with department vendors.

This position is also responsible for coordinating the facility onboarding/offboarding process, including distributing all related communications. In addition, the Ops Coordinator will provide EMR support and reporting, and other duties as assigned.

Essential Job Functions and Responsibilities

1. Assist in troubleshooting a range of IT issues (MS Office suite, EMR systems, Apple products, etc.) with offsite & onsite employees, and aid in managing the workflow of support tickets to the IT helpdesk.
2. Collaborate and communicate effectively with all onsite and offsite employees, vendors, and client facilities, including providing guidance on operational processes to offsite clinical staff.
3. Track and manage vendor invoices to ensure accuracy in billing.
4. Coordinate and manage the completion of weekly and monthly collaborative agreement QA reviews.
5. Assist in designing and maintaining clear operational processes and guides to ensure consistency of operations.
6. Coordinate project activities and track progress to ensure timely completion.
7. Analyze operational data and provide insights for decision-making.
8. Assist with clinician licensing as needed.
9. Collaborate with President & COO and entire Ops team on special projects.
10. Perform other duties as required.
11. The Ops Coordinator agrees to work as reasonably scheduled by Company.
12. Services provided by the Ops Coordinator shall be performed at the Company’s corporate office.

Essential Physical, Mental and environmental Demands

Motion Requirements

Must be able to remain in a stationary position 90% of the time. Occasionally move about inside the office to access filing cabinets, office machinery, etc. Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Opens and closes doors. Occasionally climb stairs. May occasionally need to position self to reach items under or behind desks. Occasionally move or position office supplies or furniture weighing up to 20lbs.

Vision, Speech, and Hearing Requirements

Frequently communicates with clinicians, vendors, and co-workers. Must be able to exchange accurate information in these situations. Must be able to perceive information displayed on device monitors from short distances. Normal daily noise levels are quiet to moderate. Consistently communicates with others in person or via telephone or video conference technology.

Work Environment

Constantly works in a temperature-controlled, open concept workspace. The noise level in the work environment is usually quiet to moderate. The passage of employees through the work area is average and normal.

Mental Demands

Able to understand direction and adhere to established procedures for clinical scheduling and included operations. Must express or exchange ideas and meaning with employees. Needs to adapt well in the face of workplace stressors such as fast-paced environment, strict attention to detail, customer service complaints, schedule changes, changes in strategic direction, competing priorities of high significance to the successful function of the department/company. Able to consistently demonstrate adaptability and flexibility in the midst of quickly changing priorities.

Experience

High School diploma required; Bachelor’s Degree preferred

2+ years of corporate experience

Minimum 1 year healthcare industry experience required

Experience working within a medical, behavioral health, or customer support a plus

Strong Excel skills required

Ability to troubleshoot issues with Outlook, Adobe, Apple Products, SharePoint, Excel, and Teams is preferred.

Very strong written and verbal communication skills

Ability to deal with ambiguity; resilient and adaptable

Ability to multi-task and meet deadlines

Able to identify and resolve problems in a timely manner; gather and analyze information skillfully

Strong customer service skills; cooperative and willing to assist others

High level of attention to detail

Maintain confidentiality regarding business and personnel matters; demonstrate discretion in interactions with company personnel.

Independent thinking and ownership of assigned projects

Able to pass background testing, including motor vehicle record review and drug screening.

All GuideStar employees must be vaccinated against flu. GuideStar follows all applicable laws; contact [email protected] for more information. 
WHAT MAKES US GREAT GuideStar Eldercare is the national leader in neurobehavioral long-term care services, providing expert neuropsychiatric and dementia care services to nursing homes and memory care facilities. GuideStar Eldercare's mission is to enhance the quality of life for patients by easing their suffering while actively promoting their safety, functionality, and dignity.
We believe in bringing the highest level of clinical care to the long-term care population. GuideStar is led by CEO and Founder Dr. Steven L. Posar, alongside our clinical team of expert physicians, psychiatrists, gerontologists, neurologists, and psychologists, who work with our clinical staff to find the best possible outcomes for our shared patients. Our neurologically based model ensures proper diagnosis and treatment, which improves care outcomes for patients with dementia, neurocognitive impairments, and/or psychiatric conditions.
GuideStar is dedicated to rigorous clinical care protocols and exceptional documentation and communication, based on the most up-to-date research and practice. Our dedication is underscored by our own research and desire to educate the greater long-term care industry. Most recently, our research on antipsychotic reduction through neurologic protocols was published in JAMDA in September of 2023. Associations and publications our research has been featured in include: PALTC, McKnight’s, AAGP, OHCA, and AAIC.
GuideStar Eldercare provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
GuideStar is committed to the full inclusion of all qualified individuals. As part of this commitment, GuideStar will ensure that persons with disabilities are provided reasonable accommodations. If you need accommodation please contact us at [email protected]