Operations Coordinator

We're a full-service dermatology practice with 60+ locations across Manhattan, Brooklyn, Queens and Long Island. Now Delaware and Philly too!

The Practice Operations Coordinator supports the Operations Director in overseeing the daily operations of multiple dermatology practices. This role is responsible for coordinating operational activities, ensuring compliance with company policies and healthcare regulations, supporting practice initiatives, and serving as a liaison between providers, staff, vendors, and leadership.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced healthcare environment. This position requires frequent travel to practice locations and the ability to independently manage assigned projects while providing regular updates to the Operations Director.

• Assist the Operations Director with day-to-day practice operations across multiple locations.
• Develop a comprehensive understanding of practice workflows and operational processes.
• Monitor operational issues and escalate concerns as needed.
• Support implementation of company initiatives, policies, and process improvements.
• Provide regular updates and reports to the Operations Director regarding practice performance and operational challenges.

• Assist with provider and staff scheduling.
• Update provider and staff working hours in scheduling and operational systems.
• Coordinate schedule changes and communicate updates to relevant teams.

• Assist in maintaining HIPAA compliance and adherence to company policies.
• Conduct routine operational audits and system reviews.
• Monitor compliance-related tasks and report findings to leadership.
• Support corrective action plans and follow-up activities when needed.

• Coordinate onboarding activities for new employees and providers.
• Facilitate account setup, training coordination, system access requests, and orientation schedules.
• Support offboarding processes, including access removal and equipment tracking.

• Serve as a point of contact for vendors and service providers.
• Coordinate maintenance requests, installations, and operational support services.
• Track vendor-related issues and ensure timely resolution.

• Respond to patient inquiries and concerns in a professional and timely manner.
• Assist with resolution of patient complaints and service recovery efforts.
• Draft and manage responses to Google Reviews and other online patient feedback platforms.
• Escalate sensitive patient concerns to appropriate leadership when necessary.

• Generate operational reports and compile data for leadership review.
• Monitor key performance indicators and operational metrics.
• Maintain accurate records and reporting documentation.
• Assist with analysis of operational trends and performance data.

• Assist with new practice openings, relocations, and expansion projects.
• Coordinate logistics, vendor scheduling, and operational readiness activities.
• Support ad hoc projects and special assignments as directed by the Operations Director.

• Associate's or Bachelor's degree preferred, or equivalent work experience.
• 2+ years of healthcare, medical office, operations, or administrative coordination experience.
• Knowledge of HIPAA regulations and healthcare compliance requirements.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and reporting tools.
• Ability to manage multiple projects simultaneously.
• Ability to travel frequently between practice locations.

• Experience with eClinicalWorks (eCW).
• Experience in a multi-site healthcare or dermatology practice environment.

Reports directly to the Operations Director and works closely with providers, practice staff, corporate leadership, and external vendors.