Operations Support Coordinator Health and Care Coordination

Position: Operations Support Coordinator Health Home and Care Coordination
Location: New York

Operations Support Coordinator Health Home and Care Coordination

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Job Scope

The Operations Support Coordinator provides high‑level administrative, operational, and data oversight support to the Health Home/Care Coordination program. This role is central to maintaining documentation integrity, billing accuracy, compliance readiness, and preparing for future Care Coordination/Health Home restructuring initiatives.

Essential Functions Billing, Fiscal & Documentation Oversight

• Perform detailed billing audits to verify accuracy and compliance with DOH and internal standards.
• Assist with preparation of monthly and quarterly billing reports, reconciliations, and exception summaries.
• Maintain audit‑ready billing and service documentation.
• Maintain, manage, distribute, and track wraparound funds and all related documentation.

Data Management, Reporting & Analytics

• Build and maintain spreadsheets, trackers, and dashboards for caseload status, enrollment activity, documentation timeliness, and program KPIs.
• Prepare weekly and monthly reports for leadership using Excel formulas, pivot tables, and automated structures.
• Maintain centralized data repositories supporting program evaluation and restructuring.
• Develop internal data logs and performance dashboards for administrative accountability.

Administrative Support

• Provide administrative and documentation support for Care Coordination/Health Home restructuring initiatives.
• Assist leadership with project tracking, documentation review, and action follow‑up.
• Prepare agendas, summaries, action lists, and supporting documentation.
• Support development and rollout of improved workflows, forms, and compliance tools.
• Provide direct administrative support to the Chief Administrative Officer (CAO) for tasks related to oversight, restructuring, and program evaluation.
• Draft memos, internal communications, workflow documents, and templates.
• Prepare presentations, summaries, and meeting packets for leadership.
• Take meeting minutes and follow through on assigned tasks.
• Coordinate scheduling, document preparation, and multi‑department communication.

Technology, Automation & Systems Support

• Use Microsoft Office Suite (Excel, Outlook, Teams, Word) at an advanced administrative level.
• Use SharePoint for record‑keeping, organized file repositories, and workflow coordination.
• Support implementation of automated administrative tools (automated reminders, workflow automation, digitized forms, data extraction tools).
• Serve as an administrative resource for staff using new systems.

Compliance, QA & Record Integrity

• Conduct regular reviews of client records and documentation checklists.
• Maintain secure files under HIPAA and DOH regulations.
• Assist leadership in preparing documentation for audits, site reviews, and regulatory inspections.
• Track corrective action follow‑ups to ensure timely completion.

Communication & Operational Coordination

• Serve as administrative liaison between leadership, staff, billing, compliance, and other departments.
• Coordinate staff communications and track outstanding follow‑up items.
• Maintain task logs, deadlines, and documentation requirements.
• Provide in‑person support to all team members who report to the UN office during scheduled or staggered visits, particularly when the Director and Assistant Director are at other locations.

Qualifications

• High School Diploma or equivalent required. Associate's degree or college‑level courses preferred.
• Experience in a mental health or social service setting preferred.
• Knowledge and experience of electronic health records preferred.

Job Details

• Seniority level: Entry level
• Employment type: Full‑time
• Job function: Project Management and Information Technology
• Industry: Mental Health Care

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