Operations Coordinator
2 months ago
Job Title: Operations Coordinator
**Location**:
**Reports to**: Operations Manager / Administrator
Job Summary:
The Operations Coordinator plays a key role in ensuring smooth and efficient operations within the medical center. This position is responsible for coordinating activities with major insurance providers, ensuring compliance with relevant healthcare standards, managing ADHICS and Malaffi submissions, supporting staff scheduling through rota management, and ensuring timely DOH KPI submissions. The role requires excellent organizational, communication, and problem-solving skills to ensure high-quality patient services and operational excellence.
Key Responsibilities: Insurance Coordination:
- Serve as the primary point of contact for all insurance-related matters.
- Ensure accurate and timely submission of claims and follow up on pending claims with major insurance companies.
- Coordinate with insurance providers to ensure contracts are up-to-date and meet regulatory standards.
- Handle insurance-related queries and resolve any issues regarding coverage, billing, and approvals.
Operations Management:
- Assist in daily operational management, ensuring that all administrative and clinical functions are efficiently organized.
- Monitor inventory and procure medical and office supplies to ensure timely restocking.
- Maintain documentation and records for audits and inspections, ensuring compliance with healthcare regulations.
- Work closely with department heads to streamline operations and optimize resource allocation.
ADHICS & Malaffi Submission and Coordination:
- Manage all submissions related to ADHICS (Abu Dhabi Healthcare Information and Cyber Security) compliance.
- Coordinate with relevant departments for timely submission of data and reports to Malaffi, Abu Dhabi's health information exchange.
- Ensure adherence to local health information security and patient confidentiality guidelines.
DOH KPI Submission:
- Oversee the submission of Key Performance Indicators (KPIs) to the Department of Health (DOH).
- Coordinate with relevant departments to collect, analyze, and submit KPI data within the prescribed timelines.
- Ensure the medical center adheres to DOH reporting standards and compliance with KPI requirements.
Staff Rota Management:
- Prepare and maintain staff work schedules, ensuring appropriate coverage across all departments.
- Manage shift rotations, leaves, and absences while maintaining operational continuity.
- Coordinate staffing needs with department heads and ensure compliance with labor laws.
Administrative Support:
- Provide administrative support to the operations manager and senior staff as needed.
- Handle patient inquiries, appointment scheduling, and manage the front desk when necessary.
- Coordinate internal meetings, prepare minutes, and follow up on action points.
Compliance and Regulatory Reporting:
- Ensure the medical center complies with healthcare regulations, including ADHICS, DOH, and insurance policies.
- Support the audit process by maintaining accurate records and documentation.
Qualifications:
- **Education**: Bachelor's degree in Healthcare Administration, Business Management, or a related field.
- **Experience**: Minimum 2-3 years in healthcare operations, insurance coordination, or related fields.
**Skills**:
- Strong understanding of medical insurance processes and regulations.
- Familiarity with ADHICS, Malaffi, DOH KPIs, and other local healthcare reporting systems.
- Excellent organizational and time-management skills.
- Strong communication skills, both written and verbal.
- Proficiency in MS Office and healthcare management systems.
Personal Attributes:
- Detail-oriented with the ability to multitask in a fast-paced environment.
- Proactive, solution-oriented, and able to work independently.
- Strong interpersonal skills with the ability to collaborate across departments.
Work Environment:
- Office-based role with occasional interaction with clinical teams.
- Full-time position, Monday to Friday, with the possibility of weekend or evening work as needed.
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