Operations Support Specialist

Job Description

Job Description

Description :

The Operations Support Specialist serves as a key member of the operational leadership team responsible for managing and coordinating essential administrative and support functions that ensure smooth daily operations across all Georgia AllCare centers. This role plays a critical part in maintaining Medical Assistant scheduling efficiency, ensuring timecard and payroll accuracy, coordinating MA staffing coverage, and supporting operational readiness. The position also provides administrative and logistical support to the Director of Operations and Medical Director, oversees phlebotomy draw stations and ensures accuracy in collections and operational compliance. This role requires a proactive, detailed oriented professional who thrives in a fast-paced multi-site environment, balancing field-based oversight with remote administrative coordination.

Requirements : Position Summary :

The Operations Support Specialist serves as a key member of the operational leadership team responsible for managing and coordinating essential administrative and support functions that ensure smooth daily operations across all Georgia AllCare centers. This role plays a critical part in maintaining Medical Assistant scheduling efficiency, ensuring timecard and payroll accuracy, coordinating MA staffing coverage, and supporting operational readiness. The position also provides administrative and logistical support to the Director of Operations and Medical Director, oversees phlebotomy draw stations and ensures accuracy in collections and operational compliance. This role requires a proactive, detailed oriented professional who thrives in a fast-paced multi-site environment, balancing field-based oversight with remote administrative coordination.

Key Responsibilities :

1. Medical Assistant Scheduling Coordination / Staffing Coverage

a. Develop and finalize Monthly MA schedules for all Ga locations

b. Collect and review MA time off request by the 1st of each month and publish the finalized schedules by the 10th for the upcoming month

c. Align MA’s schedules with the provider coverage to minimize overtime and prevent understaffing

d. Conduct weekly scheduling review calls with PM and leadership to ensure staffing alignment

e. Respond to MA callouts to arrange coverage to maintain center coverage and prevent closure

f. Reallocate MA’s amongst centers when necessary to sustain coverage and minimize service disruption

2. Timekeeping and Payroll Support

a. Review and process all MA timecard adjustment weekly; support accurate payroll processing

b. Verify provider timecard adjustments and ensure timecard corrections are complete by COB each Friday by 9pm

c. Finalize and submit MA payroll entries every payroll Monday

3. Recruitment and Onboarding Support

a. Review new MA Applicants in Paylocity and Prescreen for qualifications and Fit

b. Conduct phone interviews and coordinate scheduling of interviews with PM’s

4. Operational Oversight

a. Conduct twice- monthly site visits at each center to perform compliance inspections and operational readiness assessments

b. Audit center operations quarterly to ensure adherence to AllCare clinical and operational standards

c. Support the Director of Operations and Medical Director in assigned tasks and delegated projects

d. Marketing – Assist with preparation and support of marketing new center opening or events

5. Training, Auditing and Performance Support

a. Conduct periodic performance observations, inbox reviews, and workflow audits to ensure task completion and accuracy

b. Provide feedback to Practice Managers and the Director of Operations regards staff performance and development needs

6. Phlebotomy and Laboratory Oversight

a. Oversee Phlebotomy draw stations with assigned clinics

b. Review and address patient complaints, lab discrepancies, testing errors, and billing concerns related to phlebotomy services

7. Onboarding New Providers

a. Oversee of Day 1 Provider New Hire Orientation

8. Miscellaneous

a. Other duties as assigned, clinical and or administrative tasks

Qualifications

• Minimum 3 years of experience in healthcare operations, scheduling or support role required
• Minimum 3 years of experience in operational management, preferealy in a multi-site medical environment
• Proficiency in Athena, Paylocity and Microsoft Office Suite (particularly Excel)
• Strong organizational and communications skills with ability to manage multiple priorities simultaneously
• Proven problem-solving skills and attention to detail

Key Competencies

Work Arrangement