Coordinator of Wellness Services - Per Diem - Southampton Hospital

POSITION SUMMARY

Facilitates patient & client communication by serving as the primary point of contact for patients and clients, answering and routing calls, providing program information, and supporting a welcoming, patient-friendly experience. Complete new patient registration, scheduling, scanning of documentation, and profile maintenance in electronic systems (Clinicient, NextGen, Mindbody, OttoHealth). Support patients with technology needs for virtual visits and online classes. Care coordination through managing scheduling for nutrition, functional medicine, pelvic floor PT, massage, acupuncture, and specialty wellness programs. Maintain patient records, obtain lab/test results, process medication refill requests, and coordinate continuity of care with providers. Collect and post payments, co-pays, and packages across systems (Clinicient & Mindbody). Provider & program support offered to instructor scheduling, time-off notifications, and payroll for massage therapists, acupuncturists, and fitness/specialty program instructors. -Order and track supplies for pelvic floor therapy, massage, and other wellness programs. Assist with program & class operations by designing, implementing, and maintaining programs and schedules for classes, workshops, and wellness programs across multiple locations (Cancer Center, Hampton Bays, Southampton, Community based programs), both in-person and virtually. Prepare classrooms and support onsite workshops and physician-led programs. Assist in recruiting and interviewing of staff, independent contractors and program providers to expand offerings. Marketing & outreach by developing and coordinating marketing initiatives in collaboration with SBSH Marketing, including flyers, newsletters, Constant Contact emails, and bulletin board updates. Facilitate community outreach programs, attend health fairs, and collaborate with community members to expand awareness of Wellness Institute services. Ensure longevity of programs through grant writing and procurement. Data management & reporting through collection, analytics, and reporting departmental metrics, including program outcomes, patient volumes, practitioner productivity, revenue tracking, and statistics for the Phillips Family Cancer Center. Facility & operations management -oversee day-to-day operations at Hampton Bays Wellness, Southampton Wellness ensuring safety, efficiency, and patient satisfaction. Maintain and update departmental forms and documentation to ensure compliance with all local, state and federal regulations.

RESPONSIBILITIES

• Facilitates patient access to services and programs.
• Oversees financial aspects of Wellness services in all locations.
• Coordinates program groups and locations.
• Prepares monthly expense, revenue, statistics and volume reports.
• Facilitates program growth and participates in community outreach.
• Assists in development as well as carries out policy and procedure for the department.
• Coordinates marketing initiatives with development office.
• Oversees and manages Associate II’s in all locations.
• Keeps all Associate II’s updated on all Wellness programs.
• Coordinates scheduling of both Associate II’s and contract staff.
• Oversees payroll for contract staff.
• Keeps clear and concise records concerning employee personnel files.
• Oversees and manages scheduling systems for all practitioners.
• Completes performance appraisals timely and accurately.
• Routes phone calls appropriately and supplies pertinent information to potential clients.
• Prepares documents in the proper form.
• Coordinates schedules of exam rooms, treatment rooms, and classrooms in an organized manner.
• Coordinates integration of new services and practitioners.
• Demonstrates appropriate customer service skills in all interactions with Customers.
• Effectively verifies insurance when needed.

• Assists with outreach efforts to promote Wellness Services.

REQUIRED EXPERIENCE AND QUALIFICATIONS:

• Good interpersonal skills and marketing/ corresponding with professional community.
• Proficient in the use of Word, Excel, Access Publisher programs and computer-based scheduling systems.
• Excellent communication and telephone skills.

PREFERRED EXPERIENCE AND QUALIFICATIONS:

• Bachelor’s degree preferred. Preferably in Community Health/Public Health Relations.

PHYSICAL DEMANDS:

• Sitting 60% of the day.
• Lifting objects under 40lbs.
• Visual and auditory acuity.

As part of employment at Southampton Hospital, there may be occasions when travel to other locations is needed to support operational needs.