Medical Operations Executive Coordinator

About the Organization

New Horizons stands as the leading mental health and addiction recovery service provider in the Treasure Coast and neighboring areas, supporting 15,000 individuals annually with a variety of inpatient and outpatient programs. They extend their services throughout Indian River, Martin, Okeechobee, and St. Lucie counties and collaborate closely with schools, legal entities, law enforcement, jails, and hospitals to enhance community well-being.

Role Overview

The Medical Operations Executive Coordinator role within the Medical Services department demands providing high-level administrative, operational, and compliance assistance to the Medical Director. This position acts as a principal contact point among medical teams, clinical leaders, HR, revenue cycle management, credentialing, and related departments. Candidates must demonstrate independent judgment, confidentiality, multitasking abilities, and become a valuable resource to the Medical Director and senior leadership.

Key Responsibilities

• Deliver executive-level administrative assistance including preparing correspondence, reports, presentations, and meetings materials.
• Manage confidential executive files and act as liaison bridging Medical Director, providers, leadership, and external contacts.
• Coordinate provider scheduling, vacation requests, and on-call rotations efficiently.
• Assist in implementing operational enhancements to boost efficiency and patient care experience.
• Support revenue cycle and billing compliance initiatives by improving provider documentation and collaborating on coding workflows.
• Oversee credentialing duties, including maintaining provider profiles, tracking licenses, DEA registrations, certifications, malpractice documentation, and ensuring regulatory compliance.
• Work in tandem with HR to handle staffing, attendance, timecards, PTO, payroll, and workforce engagement initiatives.
• Maintain confidentiality of all patient, provider, staff, and organizational information.
• Contribute to audits and compliance processes related to CARF, Joint Commission, Medicaid, Medicare, and other bodies.
• Generate operational reports, dashboards, and metrics to aid leadership decisions.
• Perform miscellaneous tasks and special projects as assigned.

Required Qualifications & Experience

• Associate's degree in Medical Coding, Business Administration, Healthcare Administration, or related field preferred; Bachelor’s degree is desirable.
• At least two years of executive administrative experience is mandatory.
• Three to five years’ experience in healthcare administration, provider operations, medical staff services, or executive support is preferred.
• Minimum two years’ experience in Revenue Cycle and Billing Compliance.
• Prior experience in behavioral health or hospital operations is an advantage.

Skills and Competencies

• Exceptional organizational and project management capabilities.
• High attention to detail and accuracy in all tasks.
• Excellent verbal and written communication skills.
• Ability to effectively prioritize multiple projects in fast-paced environments.
• Solid understanding of healthcare operations and medical terminology.
• Knowledgeable in provider credentialing, CAQH process, billing, coding concepts, and revenue cycle functions.
• In-depth familiarity with HIPAA and healthcare privacy standards.
• Proficiency in Microsoft Office suite including Outlook, Word, Excel, Teams, and PowerPoint.
• Experience with electronic health record systems, preferably Credible.
• Capable of preparing reports, analyzing data, and maintaining confidentiality.
• Self-directed with aptitude for teamwork and strong interpersonal skills.