Practice Ops Coord - MSO

Reporting to Practice Manager and in accordance with established policies and procedures coordinates support activities of assigned practice sites. Coordinates daily activities of medical assistants and receptionist staff. Develops and manages provider and staff schedules and work assignments to provide for efficient practice operations. Ensures adherence to established standards of safety and quality by non-professional staff. Provides guidance to support personnel in collaboration with practice manager and providers. Prepares and maintains records and reports related to activities.


Develops and communicates accurate provider and staff schedules including office sessions on-call and hospital rounding schedules. Ensures provider schedules are supported by appropriate levels of support staff. Monitors and maintains appointment availability according to established protocols to ensure patient access to care. Independently identifies and resolves gaps in appointment availability seeks input from practice manager and/or lead physician as needed.

Develops and maintains provider schedule templates in practice scheduling program. Tracks and maintains records of provider vacations conferences and sick time. Coordinates and approves support staff time off requests within level of authority ensures required levels of staff are maintained. Reviews staff timesheets in payroll system for accuracy and completeness of entries. Resolves discrepancies prior to manager�s final approval.

Oversees daily coordination of medical assistant and receptionist staff activities to ensure efficient practice operations. Functions as primary resource to staff for problem solving and resolution of operational issues referring more complex or unresolved issues to practice manager. Actively participates in interview and selection process of new medical assistant receptionist and RN staff. Coordinates orientation of new providers and staff provides hands-on training of new medical assistants and/or receptionists. Coordinates appropriate security access to computer systems and physical plant.

Manages scheduling of all students and volunteers assigned to practice including medical students residents nurse practitioners physician assistants registered nurses and medical assistant students. Assigns preceptors and coordinates completion of student evaluations.

Ensures timely daily reconciliation of cash checks and credit card payments collected by front desk staff. Prepares accurate bank deposits delivers deposits to bank in a timely manner. Prepares and submits cash collection and deposit reports to designated personnel.

Investigates and resolves complaints received from providers staff or patients relative to practice operations. Refers issues beyond level of authority to practice manager and/or appropriate practice provider.

Actively participates in assessment of practice operations and makes recommendation for improvement. Participates in development implementation and modification of policies and procedures to support effective practice operations. Communicates new or revised policies and procedures to department personnel monitors adherence.

Requests service from internal and external vendors in accordance with established procedures. Monitors inventory levels to ensure supplies and equipment are on hand to meet anticipated needs. Reorders supplies on a regular basis and within level of authority. Refers orders beyond level of authority to manager. Ensures timely receipt of materials ordered follows up as necessary to determine reason for delays. Ensures materials are stored appropriately upon receipt. Processes and approves invoices to ensure prompt payment maintaining records of all purchases and payment. Prepares return requests and maintains related records. Periodically conducts supply cost comparisons reviews discrepancies with vendors and makes recommendations for changing supplies and/or vendors as appropriate.

Ensures functional reliability of equipment; identifies malfunctions and makes minor repairs and adjustments. Refers more complex problems to appropriate vendors for resolution.

Coordinates maintenance and janitorial needs within department. Requests service from maintenance and janitorial vendors and maintain records of services provided. Evaluates quality of service provided. Communicates and resolves issues with appropriate vendors.

Strives to ensure all activities meet or exceed customer expectations. Develops maintains and enhances relationships with others within and outside the practice including practice providers and staff patients and families vendors and others within and external to the Lifespan systems.

Actively participates in committees and/or work teams. May lead department teams related to quality improvement. Prepares minutes of assigned meetings and distributes to appropriate personnel in a timely manner.

Maintains and enhances own professional expertise through participation in seminars and meetings and through active pursuit of courses in leadership.

May perform duties of medical assistant and/or receptionist in order to cover for absences and/or vacations.

Additional projects and/or responsibilities as assigned within scope of job description.


Other information:

Completion of accredited program in medical office practice and patient care instruction such as obtained through completion of a training program for medical assistants preferred.

Considerable related experience as a medical assistant or clinical receptionist may be considered in lieu of having completed a formal medical assistant training program.

Proficient use of computer programs such as Word Excel and practice management systems.


At least three years progressively more responsible related work experience in a medical office setting including experience coordinating and directing activities of others.

Demonstrated organizational and communication skills necessary to coordinate and direct activities of support staff.

Knowledge and understanding of policies and procedures to ensure adherence and to provide guidance to support staff.

Demonstrated interpersonal skills necessary to interact effectively with all levels of organizational personnel outside agencies as well as patients and families.

Demonstrated analytical and organizational skills to effectively plan and coordinate work activities and to assess effectiveness of practice operations and to prepare and maintain related records.


Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.


Location: Management Services Org USA:RI:Providence


Work Type: Full Time


Shift: 1


Union: Non-Union