Opening: MHEDS Practice Coordinator

MHEDS Practice Coordinator Position Description

Position Reports to: MHEDS Practice Manager

Company Values

Here at MHEDS, we are Flexible, Ethical, Positive Communicators, Culturally Competent, Productive, and Team Players.

Summary

Under the direction of MHEDS Practice Manager, the MHEDS Practice Coordinator oversees and manages the staff and daily operations of the assigned clinical site. They are responsible for ensuring a smooth, positive, and patient-focused environment. The Practice Coordinator is responsible to set the tone of the clinic environment through ensuring positive patient relations, working positively and supportively with all departments and employees of the organization, providing timely and accurate organizational information. 

Duties and Responsibilities

Practice Coordinator Duties

• Demonstrates ability to problem solve, execute solutions, manage interpersonal conflicts, and use appropriate de-escalation techniques for a diverse patient and staff population. Facilitates effective teamwork.
• Manages day-to-day operations of the assigned site including administrative functions and supervision of all staff, schedules of all front line and physician staff during operating hours, approving PTO requests at the site level.
• Verifies and submits accurate and timely payroll information.
• Responsible for clinic personnel management including interviewing and onboarding front line staff in coordination with practice manager and nurse manager, evaluating performance, performance coaching, and counseling.
• Provides onboarding support for new physicians, mid-level practitioners (Physician Assistant or Nurse Practitioner), and behavioral health clinicians with direction from the Medical Director.
• Responsible for overseeing inventory and purchasing needs for assigned site from approved vendors within the allotted budget. Collaborates with Practice Manager and other Practice Coordinators to ensure consistency across sites.
• Analyze financial and practice activity reports.
• Assists in marketing clinic and site renovations
• Performs, supervises, coordinates, and/or monitors the work activity related to patient injuries, self-pay collections, and payment posting.
• Provides assistance to the Practice Manager in overseeing the annual operating budget and developing business goals.
• Acts as liaison with landlord and real estate services resolving issues/concerns with assigned property/facility.
• Identifies, establishes, and evaluates quality assurance and compliance within the office of practice, in keeping with organizational policy and procedures.
• Maintain compliance with OSHA, HIPAA, by conducting environment of care rounding, implementing policy changes, and ensuring that all required signage displayed is current.
• Participates in daily huddles.
• Assists with in-clinic interpretation if multilingual.

Safety

• Adheres to safety, infection control, patient confidentiality, and related policies and procedures.

Company Values

• Ensures the six domains of healthcare quality are met during each patient visit: patient safety, effectiveness, patient-centered, timeliness, efficiency, and equity.
• Consistent with MHEDS’ values, treats all supervisors, co-workers, direct reports, patients, and any other internal or external person with respect and dignity.

Supervisory Capacity

• This position supervises all staff at the assigned MHEDS site, including providers, clinical staff, and support staff.
• The Practice Coordinator will provide feedback to the Medical Director regarding the providers and the Nurse Manager regarding the nurses and medical assistants during the annual review process.

Education and/or Experience

• A high school diploma or GED is required; an associate or bachelor’s degree in management is a plus.
• Minimum two (2) years’ experience in managing a team of more than five (5) staff. Healthcare management experience is helpful but not required.
• Proficiency with Microsoft Suite products (Word, Excel, Teams, Outlook) and experience working in an electronic health record system (eClinicalWorks, EPIC).

Professional Attributes

• Ability to work independently as well as part of a collaborative team.
• Ability and willingness to learn new tasks as required. 
• Ability to work effectively within a multicultural workforce environment. 
• Strong conflict resolution skills, especially between staff of differing cultures.
• Effectively able to communicate in written and oral form.

Language Skills

Must be able to speak and write in English. Additional language capabilities are a plus.

Physical Demands

Normal medical/administrative office setting demands include lifting and carrying or delivering supplies that usually weigh less than 10 pounds, but may occasionally weigh 20-30 pounds, within the building. 

Work Environment

The office and clinical areas are well illuminated, climate controlled, indoor areas. Work involves some exposure to hazards typical to a medical office environment, including potential exposure to infectious diseases and blood borne pathogens, chemical exposures, fire, mechanical and electrical hazards. Protective clothing and equipment are provided and required to be worn in potential exposure situations.

About Multi-Cultural Health Evaluation Delivery System (MHEDS)

MHEDS was established 50 years ago as a joint project of the Erie Diocesan Mission Office and the Erie Council of Churches to meet the health needs of African-American and Hispanic Farm Workers and other low-income individuals and their families. Refugee and immigrant health were added in the late 1990s. On January 1, 2019, MHEDS entered the Federally Qualified Health Center system as a Look-Alike.

Our service area is the City of Erie. Our mission is to enable all who wish to achieve complete mental, physical and social well-being by providing equitable, culturally sensitive, patient-centered health care, regardless of their ability to pay. MHEDS has a very diverse panel of patients: 35% are Asian, 29% Black/African American, 29% White, and the remainder mixed race. 6% are Latino/a. As an FQHC Look-Alike, MHEDS must comply with standards that ensure all patients have access to comprehensive health care services. We also offer health insurance enrollment, interpretation, and translation.

MHEDS expanded by opening a second site at the JFK Center in 2020. The second site allowed us to begin to offer women’s health and accommodation to serve more new arrivals. In late 2021, MHEDS began receiving Afghan refugees along with its anticipated arrivals. In early 2022 we began receiving Ukrainian refugees. Our anticipated 549 new patients became 1,010. This Federal Fiscal Year, we have been told to expect 750 refugees plus additional Afghans and an unknown number of Ukrainians. Eighty percent of MHEDS’ staff are hired from within the New American group, allowing us to be more aligned both linguistically and culturally with those we serve.