Health Services Operations Specialist, Post - Acute

Job Summary

The Health Services Operations Specialist, Post-Acute, plays a vital role in enhancing operation efficiency, workforce management, regulatory compliance, and resident experience. The position is responsible for team member scheduling, inventory management, collaboration of multiple departments, and quality improvement, directly contributing to strategic goals such as budget control, survey readiness and resident satisfaction.

• Develop and maintain staff schedules ensuring compliance with staffing ratios and organizational policies.
• Manage team member call‑ins, no‑shows, and shift adjustments.
• Align with leadership on staffing census and acuity levels.
• Monitor scheduling hours, overtime, and staffing‑to‑resident ratios to support budget and compliance.
• Perform administrative compliance tasks, digitize appointment scheduling, and coordinate resident follow‑up appointments, orders, and referrals.
• Coordinate transportation logistics for resident appointments, including scheduling, documentation, and communication with providers.
• Manage logistic schedules for residents and the monthly SMV schedule.
• Submit claims for nursing home‑provided non‑emergency medical transportation (NEMT) using HCPCS codes via the 1500 Health Insurance Claim Form 837 the professional transaction.
• Prepare and identify invoices for private‑pay patients or their legal representatives for transportation services.
• Ensure CMS compliance for discharge planning and documentation.
• Proactively schedule residents’ health‑care appointments (specialty visits, dental, wellness) to meet care needs and mitigate compliance risks.
• Confirm team member credentials, licensing, and certifications on a regular basis.
• Support team member training initiatives for completion.
• Oversee inventory and supply ordering across multiple post‑acute departments within an electronic spend‑down system, maintaining budget.
• Coordinate with vendors to prevent stockouts and reduce waste.
• Respond to department and resident inquiries regarding product information in the Theda Care item master.
• Build new items using templates and maintain data integrity.
• Facilitate daily morning meetings and coordinate action items within Froedtert/Theda Care departments.
• Communicate and align across departments for reporting purposes and follow‑up as necessary.
• Meet new residents and/or interdisciplinary teams within 72 hours of admission to collaborate on clinical and social discharge needs, initiate discharge planning, and document findings in the medical record.
• Monitor resident and family satisfaction surveys and partner with leadership to recommend best practices for improvement.
• Ensure resident concerns are addressed with leadership for accurate follow‑up.

• High School diploma or GED preferred.
• Must be 18 years of age.
• Three to five years of experience in a skilled nursing facility or acute care setting.
• Completion of a state‑approved Social Work Designee course within six months of hire.

• Whole‑person wellness approach including health coaches, relaxation rooms, and health‑focused apps (Wonder, Ripple).
• Mental health support and access & affordability (minimal or zero copays, team member cost sharing premiums, daycare).

Heritage - Appleton, Wisconsin. Scheduled weekly hours: 40. Scheduled FTE: 1. Worker shift details:
Days.

Theda Care is an Equal Opportunity Employer. Theda Care complies with applicable Federal civil rights laws and does not discriminate on the basis of race, ancestry, color, religion, sex, gender identity, age, marital status, sexual orientation, national origin, medical condition, disability, veteran status, or any other basis protected by law.