Operations Coordinator - Operations - Full Time

Job Type: Full-Time
Shift: Days
Req: 15980

Who We Are

Packard Children’s Health Alliance (PCHA) is a network associated with Lucile Packard Children’s Hospital and the Stanford School of Medicine. We bring the best community physicians together in a network that provides healthcare for children and expectant mothers from the Bay Area


In fact, we’re proud to be the only Bay Area medical network with an exclusive focus on women and children, and we understand the unique value provided by our more than 650 leading pediatricians and obstetrician/gynecologists. What’s more, we’re growing fast.

Administrative Support (PCHA)

The Operations Coordinator works closely with the Operations Project Manager to ensure the processes and tools are in place to achieve successful onboarding of new physicians and practices into the PCHA medical foundation. The Operations Coordinator will coordinate, organize and monitor the onboarding process ensuring all appropriate action items are completed and processed timely to meet transition goals. The role provides support to the Operations Project Manager in maintaining the daily operations of PCHA by working with cross functional departments: compliance, purchasing, contracting, finance, IT, provider enrollment, medical staff office, risk, and practice managers. The Operations Coordinator must possess a high level of energy, exhibit a positive demeanor, excellent verbal and written communication skills, and initiative to take action, quick learner with limited instructions, and effective training skills and be professional in both appearance and approach.


Essential Functions

  • Manage onboarding check lists used to track and monitor transition milestones for each new provider and practice coming into the foundation.
  • Manage off boarding check list used to track and monitor transition milestones for providers and practices moving to new locations.
  • Prepares a variety of contractual agreements for capital purchases, service agreements, assumed contracts, clinical education agreements, and protection of Protected Health Information (PHI) with Stanford/LPCH Contracts Administration to meet entity needs.
  • Supporting the Operations Project Manager in the standardization and consolidation of goods and services throughout PCHA with LPCH Purchasing Department.
  • Assists with correcting vendor invoices with the Finance department and adding funds to depleted Purchase Orders.
  • Provides high level of customer service to new providers and practices during the onboarding and system go-live process.
  • Ensures that all operational requests/inquiries are responded to with poise, efficiently, and timely (within 3 business days).
  • Knowledgeable with analyzing Press Ganey metrics and presenting analytical data at meetings.
  • Coordinates credentialing documents with LPCH Medical Staff office, Medicare/ Medicaid/CCS applications with LPCH Provider Enrollment, and billing profiles with PCHA Billing Manager. Tracks status and archives all applications. Organizes and manages monthly credentialing meeting with LPCH Board members.
  • Assist with the enrollment of practices into Medi-Cal programs.
  • Manages vendor account set up (e.g. patient appointment reminders, Press Ganey, FedEx, etc.)
  • Assists with the coordination of physician office relocations, including: working with practice staff on inventory and stock checks, transition of vendor contracts, IT hardware and application implementation, and medical equipment
  • Creates and maintains library of written operational policies and procedures developed with the PCHA Operations Project Manager; including best practice manuals and workflow charts.
  • Maintains and tracks fiscal year capital expenses for all PCHA practices.
  • Review, update, and renew city business licenses, state labs, and waste permits for all newly acquired and existing practices.
  • Coordinates with Risk Authority Manager to obtain documentation required for obtaining and termination of provider liability insurance, as well as covered insurance for PCHA assets.
  • Works closely with Practice Managers and Office of Patient Experience to assist with resolution of patient concerns.
  • Performs other assigned projects (e.g., My Chart initiative, Volunteer placement, etc.).


Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Experience: Three (3) years of physician business office management or healthcare operations

Education: Bachelor’s Degree preferred or an equivalent combination of education and experience


Knowledge, Skills and Abilities

  • Demonstrates ability to articulate processes, issues and resolution.
  • Demonstrates ability to prioritize work and meet deadlines
  • Able to solve practical problems and deal with variables in situations where limited standardization exists.
  • Working knowledge of personal computers, standard office equipment, and of Microsoft Office Products required. Desired familiarity with PeopleSoft and EPIC.
  • Must be detail oriented, organized and have the ability to simultaneously manage several projects and to participate in and facilitate group meetings.
  • Must demonstrate a positive demeanor, excellent verbal and written communication skills, and professional appearance.
  • Must demonstrate a strong development and customer service skills and ability to maintain a professional approach when dealing with PCHA employees.
  • Must be able to accomplish tasks that require attention to detail, individual judgment, and adherence to confidentiality guidelines.
  • Maintains a positive working relationship with employees, management, providers, clinical personnel and other LPCH (Lucile Packard Children’s Hospital Stanford) staff to promote teamwork and cooperation and a positive public image.
  • Accepts constructive criticism and integrates suggestions in effective ways.
  • Complies with Company policies and procedures.
  • Effectively works and cooperates with supervisors, co-workers, and clients.
  • Takes work direction from supervisors.
  • Refrains from causing or contributing to disruption in the workplace.
  • Regular and reliable attendance.
  • Ability to travel frequently to practices located on the Peninsula, Monterey, East and South Bay.

Equal Opportunity Employer

Stanford Children’s Health strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment.  Accordingly, Stanford Children’s Health does not discriminate against any person on the basis of race, color, sex, sexual orientation or identity, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability. Women and men, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply.