Practice Operations Coordinator

Job description

Bluebird Kids Health **Position**: Operations Coordinator **Department:** Florida-Shared **Reports To:** Florida General Manager **Location:** Florida **Travel:** Frequent travel throughout Florida, including onsite support for new-practice and new-market launches # Position Summary The Clinical Operations Coordinator supports high-performing operations across Bluebird Kids Health’s Florida practices. This role serves as a key resource for operational workflow standardization, oversight of regulatory processes within the practices—including the Vaccines for Children (VFC) Program, Lead Program, and Clinical Laboratory Improvement Amendments (CLIA)—support of new-practice launches, and provider scheduling infrastructure. The Clinical Operations Coordinator partners closely with Market Leaders, Site Supervisors, providers, receptionists, medical assistants, and centralized support teams to establish reliable operational processes, identify performance and compliance gaps, provide hands-on training and support, and promote consistency across practices. This role also supports the infrastructure and standardization of provider scheduling, including templates, paid time off (PTO) tracking, on-call schedules, Saturday coverage, holiday schedules, and provider onboarding and offboarding. The Coordinator is responsible for maintaining the systems and processes that support reliable execution while partnering with Market Leaders and local practice leadership on implementation. # Key Responsibilities ## New-Practice and New-Market Launch Support - Assist with and provide training for new-practice staff based on market needs, available resources, onsite team experience, and local training support. - Provide approximately one week of pre-launch support and one week of post-launch support when appropriate, with additional onsite support based on market needs, team experience, or operational complexity. - Provide hands-on support with staff training, workflow implementation, laboratory setup, scheduling infrastructure, and competency validation. - Assist with rooming workflows, vaccine operations, laboratory procedures, point-of-care testing, clinical supplies, medication processes, equipment setup, and emergency-readiness processes. - Observe operations following launch and address workflow, training, compliance, or execution gaps in real time. ## Vaccine Operations and VFC Oversight - Monitor compliance with VFC, Florida SHOTS, private vaccine, and organizational vaccine requirements in partnership with Market Leaders and practice leadership. - Support vaccine storage and handling training, temperature-monitoring processes, emergency planning, documentation, and inspection readiness. - Monitor vaccine inventory trends and identify risks related to stockouts, excess inventory, expiration, or waste. - Facilitate vaccine ordering and inventory-reconciliation processes to support reliable vaccine availability and accountability. - Audit vaccine operations and recommend corrective actions to address workflow, documentation, inventory, or compliance gaps. - Partner with Market Leaders and Site Supervisors to support local implementation of corrective actions and maintain readiness for VFC inspections and vaccine-related reviews. ## Lead-Screening Compliance - Monitor lead-screening completion, submission status, rejected or incomplete results, and overdue submissions across practices. - Track exceptions and ensure required submissions are completed within established timelines, including accurate patient, provider, facility, and testing information. - Audit lead-screening documentation, reporting processes, and submission workflows to identify recurring workflow or compliance gaps. - Recommend workflow or process improvements to strengthen lead-screening compliance and reporting reliability. - Partner with Market Leaders and Site Supervisors to reinforce training, support local corrective actions, and maintain ongoing compliance with the established process. - Escalate unresolved or recurring compliance concerns and support resolution of significant compliance issues at the practice or market level. ## Laboratory and CLIA Operations - Provide training and oversight of standardized laboratory and point-of-care testing workflows across practices, ensuring compliance with applicable CLIA requirements and organizational laboratory policies. - Assist with laboratory readiness, documentation, quality-control processes, specimen handling, equipment requirements, and testing workflows. - Support practice leaders in preparing for applicable laboratory or CLIA reviews and inspections. ## New Equipment and Medication Request Evaluation - Coordinate the operational evaluation of requests for new clinical equipment, supplies, medications, or related services. - Assess requests for operational need, workflow impact, practice readiness, training requirements, standardization opportunities, and implementation considerations. - Coordinate input from clinical, operational, finance, procurement, compliance, and other stakeholders as appropriate. - Support approved implementations by developing workflows, training materials, readiness plans, and ongoing monitoring processes. - Help ensure new equipment and medication processes are consistently implemented across applicable practices. ## Provider Schedule Management and Infrastructure - Maintain standardized processes that support reliable provider scheduling across Florida markets. - Partner with Market Leaders and practice leadership to ensure scheduling processes and infrastructure are consistently maintained. - Coordinate provider template setup and approved template changes. - Support development and maintenance of provider on-call schedules. - Coordinate standardized Saturday coverage schedules. - Coordinate and maintain holiday coverage schedules. - Maintain provider PTO tracking and support visibility into planned provider availability and coverage needs. - Identify scheduling inconsistencies, gaps, or process breakdowns and partner with Market Leaders to resolve them. ## Provider Onboarding and Offboarding - Coordinate operational components of provider onboarding and offboarding in partnership with Market Leaders and centralized support teams. - Maintain standardized onboarding and offboarding checklists, timelines, and ownership expectations. - Support provider schedule and template setup as part of onboarding. - Coordinate operational-readiness activities, including clinical workflows, equipment, practice orientation, scheduling, and applicable training. - Support schedule, template, and operational changes associated with provider departures. - Track outstanding onboarding and offboarding items and escalate delays or gaps that may affect practice operations. ## Other Duties as Assigned Perform other duties as assigned to support practice, market, and organizational operations. # Required Qualifications - Bachelor’s degree required; MHA, MBA, or a related degree preferred. - At least three years of operations experience in an ambulatory healthcare setting. - Experience training, coaching, precepting, or supporting team members. - Strong organizational skills, with the ability to manage multiple workstreams, deadlines, and follow-up items simultaneously. - Strong communication, coaching, problem-solving, and relationship-management skills. - Ability to identify operational issues, determine root causes, and support sustainable solutions. - Ability to travel frequently throughout Florida and remain onsite for extended periods during new-practice or new-market launches. # Preferred Qualifications - Familiarity with business intelligence and data-visualization tools such as Metabase, Microsoft Power BI, Tableau, or similar platforms. - Experience supporting basic process-improvement or performance-improvement initiatives, including identifying root causes and tracking improvement measures. - Ability to translate data into clear, actionable information for operational leaders and frontline teams. - Strong attention to detail and ability to validate data for accuracy and completeness. - Comfort working with data from multiple sources and organizing information into standardized reporting formats. - Experience tracking key performance indicators, productivity measures, quality metrics, compliance measures, or other operational performance indicators.