The posting
Manhattan Gastroenterology is seeking an experienced and highly organized Care Coordination Manager to oversee the practice’s Care Coordination/AfterCare operations and ensure timely, accurate, and efficient follow-up of patient care needs.
The Care Coordination Manager is responsible for managing the team responsible for coordinating outstanding laboratory orders, imaging studies, procedures, pathology follow-up, referrals, and other provider-ordered patient care. This position plays a critical role in ensuring that patients receive appropriate follow-up and that outstanding clinical orders are completed and properly documented.
The Care Coordination Manager will work closely with physicians, nurses, medical assistants, front desk staff, scheduling, billing, and administrative leadership to identify workflow issues, improve communication between departments, reduce outstanding orders, and ensure continuity of patient care.
This position requires a strong understanding of outpatient healthcare operations, excellent organizational and leadership skills, and the ability to manage a high-volume, fast-paced environment while maintaining accuracy and patient confidentiality.
Key Responsibilities
Team Management & Leadership
- Supervise, support, and provide direction to Care Coordination/AfterCare Coordinators.
- Assign daily and weekly tasks based on department priorities, patient needs, staffing, and workload.
- Monitor team productivity, quality, accuracy, and completion of assigned work.
- Establish clear expectations, workflows, and deadlines for the Care Coordination team.
- Monitor workload and redistribute assignments as needed to maintain department efficiency.
- Conduct regular audits of completed work to ensure accuracy, proper documentation, and adherence to established workflows.
- Assist with onboarding, training, and development of new Care Coordination employees.
- Provide ongoing coaching and feedback to staff and assist with performance evaluations.
- Identify performance concerns and work with leadership to develop appropriate corrective action or improvement plans when necessary.
- Serve as a resource and escalation point for complex patient coordination issues.
- Promote teamwork, accountability, and strong communication within the department.
Care Coordination & Patient Follow-Up
- Oversee the timely management and completion of outstanding provider orders and patient follow-up needs.
- Monitor and manage outstanding laboratory orders, imaging orders, procedures, pathology results, referrals, and other clinical follow-up items.
- Review aging reports and identify orders or patient needs that have remained outstanding beyond established timeframes.
- Ensure appropriate follow-up is completed on pending laboratory and diagnostic results.
- Ensure pathology results are properly reconciled, documented, and routed to the appropriate provider or clinical team.
- Monitor procedure orders and ensure patients are appropriately contacted and scheduled.
- Monitor imaging orders and referrals to ensure patients receive appropriate follow-up.
- Oversee patient outreach related to pending care, recommended follow-up, referrals, procedures, and diagnostic testing.
- Ensure patient communications and follow-up attempts are accurately documented in the EMR.
- Identify patients who may be at risk of falling through the cracks and ensure appropriate follow-up is completed.
- Escalate clinical concerns, urgent results, or patient issues to the appropriate physician, nurse, or clinical leadership.
- Work to reduce outstanding orders and maintain an efficient AfterCare workflow.
Workflow & Operational Management
- Develop, implement, and maintain standardized Care Coordination workflows and procedures.
- Monitor departmental backlogs and develop action plans to address outstanding work.
- Review productivity and performance metrics to identify trends, bottlenecks, and opportunities for improvement.
- Develop and monitor departmental KPIs related to patient outreach, outstanding orders, referrals, scheduling, and task completion.
- Identify opportunities to improve patient flow, communication, and operational efficiency.
- Collaborate with leadership to improve processes and eliminate unnecessary delays.
- Coordinate with scheduling, front desk, clinical, billing, and other departments to ensure seamless patient care.
- Assist with resolving system, workflow, and communication issues affecting Care Coordination.
- Participate in quality improvement and process improvement initiatives.
- Maintain compliance with practice policies, HIPAA requirements, and applicable healthcare regulations.
Provider & Cross-Department Communication
- Serve as a primary point of contact between the Care Coordination team and providers.
- Communicate outstanding patient care needs and workflow concerns to physicians and clinical leadership.
- Coordinate with nursing, medical assistants, scheduling, front desk, billing, and other departments to resolve patient care issues.
- Ensure provider requests and tasks are communicated appropriately and completed within established timeframes.
- Escalate unresolved operational or patient concerns to the appropriate member of leadership.
- Assist in developing and implementing department-wide communication standards.
Qualifications
Required:
- Bachelor's degree required.
- Minimum of 3 years of experience in an outpatient healthcare or medical practice setting.
- Minimum of 2 years of leadership or supervisory experience.
- Experience managing or coordinating a healthcare team.
- Strong knowledge of outpatient patient care coordination and medical office operations.
- Strong understanding of clinical order follow-up and patient communication.
- Excellent organizational, communication, and problem-solving skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Strong attention to detail and commitment to accuracy.
- Ability to analyze productivity, backlog, and operational data to identify areas for improvement.
- Ability to communicate effectively with physicians, clinical staff, administrative leadership, and patients.
- Ability to handle confidential patient information in accordance with HIPAA and practice policies.
Preferred Experience
Experience with:
- eClinicalWorks (eCW)
- Ambulatory Surgery Center operations
- Care Coordination
- Referral management
- Prior authorizations
- Insurance verification
- Laboratory and pathology workflows
- Imaging coordination
- Procedure scheduling
- Population Health
- Quality improvement and performance monitoring
- Healthcare workflow optimization
Benefits
- Medical Insurance
- Dental & Vision Insurance
- Paid Time Off (PTO)
- Vacation Time
- 401(k) Plan
- Professional and supportive work environment
Manhattan Gastroenterology is an equal opportunity employer.
