Operations Improvement Specialist - Urgent Care @ Vinings
Wellstar Health Systems

Job Info

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Facility: Vinings Health Park

Job Summary:
Improvement Specialist of WMG Urgent Care (UC) Operations provides operations, business development, and supporting department process improvement support to Vice Presidents, AVPs, Executive Directors, Directors, Assistant Directors, and Managers in Urgent Care. Serves as internal expert for WMG UC Operations and Project Management. Serves as key department contact for centralized scheduling, lab and imaging competencies, and other project management items. Performs key office management duties in the absence of an office manager such as payroll, supply ordering, and invoice submission to assist WMG UC leadership. Assists in coordinating information and communication within WMG as well as other WHS department and external stakeholders. Responsible for performing a wide variety of clerical tasks which could include answering and routing calls, preparing documents for presentation and/or distribution, data collection, faxing and receiving documents, assisting with patient inquiries and follow-up, purchasing and capital tracking.

Core Responsibilities and Essential Functions:
Operations Process Management and Improvement
* Actively supports AVPs, Directors, Managers with project and practice support within Urgent Care
* Actively supports Directors with strategic project management.
* Manages the capital requisition process and serves as the internal operations expert in Strata Capital Planning along with key contact role for Accounting and Finance.
* Serves as the gatekeeper for Operations as it relates to general Accounts Payable and Lawson Processing including troubleshooting invoices that are not coded correctly, setting up annual service purchase orders, etc. Serves as the gatekeeper for invoices and for purchase order follow-up
* Manages performance and process improvement initiatives with supporting departments such as IT, Accounts Payable, Finance, and Distribution Center
* Manages and coordinates all aspects of laboratory and imaging operations within Urgent Care
* Acts as Practice Manager when Practice Manager is vacant or on leave for: employee timekeeping at the practice level, ordering at the practice level, expense report creation, etc.
* Creates and analyzes centralized scheduling platform for Urgent Care
* Serves as the timekeeper for all of WMG including inputting new physician schedules, covering for offices with no manager or with manager vacations, troubleshoots challenges with Kronos/SmartSquare, and performs bi-weekly approvals of all manager timecards.
Round at all UC locations to review process and workflow for future improvement projects.
* Handles daily email and phone communications for department
* Creates reports and PowerPoints; takes meeting minutes; coordinates the review and distribution of department communication
Department Administration, Coordination of meetings and communication
* Management of routine key operations meetings and formation of meetings related to imaging, laboratory, centralized scheduling, etc.
* oordinates all aspects of special events and other meetings (e.g. Manager Trust Retreats, Trust team outings, Provider Socials, etc)
Other Duties as Assigned
* Supports and applies a working knowledge of WellStar Health Systems Standard and Department Policies and Procedures
* Cultivates a relationship of mutual respect and trust with WMG and WHS Leadership, providers, and staff
* Exhibits professionalism in dress, style and manner
* Adheres, supports and embodies WellStar Medical Groups Customer Service Commitment to Excellence
Performs other duties as assigned
Complies with all WellStar Health System policies, standards of work, and code of conduct.

Required Minimum Education:

Some high school Required or
equivalent Required and
Bachelor's Degree Preferred

Required Minimum License(s) and Certification(s):

All certifications are required upon hire unless otherwise stated.

Required Minimum Experience:

Minimum 3 years administrative or office related experience, preferably in healthcare Required

Required Minimum Skills:

Excellent communication and presentation skills, both verbal and written.
Knowledge and command and/or willing to learn Wellstar processes and protocols relating to operations flow in the areas of accounts payable, purchasing and capital requisitioning, timekeeping, acquisition transitions, construction, and travel.
Ability to collect, analyze and apply data and other pertinent information to make progress of the goals of Wellstar leadership.
Sense of responsibility to self, team, and projects.
Work closely with WMG leadership, physicians, other providers, and Wellstar Administration to meet timelines and goals.
Demonstrates exceptional customer service skills.
Intermediate or better competence in Microsoft Office applications
Superior critical-thinking, analytical and problem-solving skills
Ability to work in an ambiguous environment

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