Operations Specialist - Clinical Programs

Job Summary
The Operations Specialist - Clinical Programs provides administrative and operational support for the organization’s Value-Based Care, Care Management, Palliative Care, and other strategic clinical programs. This entry-level role supports scheduling, tracking, documentation, communication, and routine program coordination to help ensure workflows are completed accurately and on time. The position works closely with program leadership, physicians, clinicians, care management staff, and other internal teams. The ideal candidate is organized, detail-oriented, responsive, and comfortable working in a fast-paced healthcare environment.

Accountability
The Operations Specialist - Clinical Programs is responsible for completing assigned administrative and operational activities that support clinical program workflows. The role is accountable for maintaining accurate schedules and program trackers, completing assigned follow-up activities, communicating routine information to appropriate team members, and escalating issues or questions to program leadership when necessary. Success is measured by accuracy, timeliness, responsiveness, organization, and consistent execution of established workflows.

Work Environment

Remote work environment and requires regular use of a computer, telephone, Microsoft Office applications, EMR systems, and other electronic communication and healthcare technology platforms. The role requires prolonged periods of sitting and computer use, frequent electronic and verbal communication, and the ability to manage multiple tasks and deadlines throughout the workday. Occasional travel to company offices, healthcare facilities, meetings, or training events may be required based on business needs.

About HealthDrive

Do meaningful work, practice with flexibility, and make a difference in the lives of underserved adults who need it most. HealthDrive delivers on-site healthcare services to residents of long-term care facilities, offering a comprehensive suite of specialties including primary care, behavioral health, dentistry, optometry, podiatry, and audiology.

• Coordinate physician and clinician scheduling for Value-Based Care and other clinical program activities, including appointment confirmation, calendar coordination, reminders, and routine follow-up.
• Maintain accurate program schedules, spreadsheets, trackers, task lists, and other operational records to support Value-Based Care, Care Management, Palliative Care, and additional clinical programs.
• Track scheduled, completed, canceled, and outstanding visits or program activities and follow up on incomplete or overdue items.
• Support day-to-day Care Management workflows by assisting with scheduling, documentation, communication, task tracking, and coordination between care management staff, providers, and internal teams.
• Assist with Palliative Care Program operations, including referral and visit tracking, scheduling, documentation follow-up, and communication with clinical staff and other program participants.
• Communicate professionally with physicians, clinicians, facility staff, care management staff, and internal stakeholders regarding routine scheduling, program activities, and outstanding action items.
• Update applicable Electronic Medical Record (EMR) systems, shared files, databases, and program tracking tools in accordance with established workflows and assigned responsibilities.
• Prepare routine reports, schedules, meeting materials, program lists, and other administrative resources to support program leadership and clinical teams.
• Identify scheduling conflicts, missing information, overdue tasks, or workflow issues and escalate them to the appropriate program leader for resolution.
• Support implementation of new clinical programs, workflow changes, and operational initiatives by assisting with tracking, communication, documentation, and other assigned activities.
• Maintain confidentiality of patient, provider, and organizational information and follow applicable HIPAA, compliance, privacy, and company policies when handling protected or sensitive information.
• Perform all other duties as required

Technical Skills

· Basic proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.

· Ability to learn and navigate Electronic Medical Record (EMR) systems, scheduling platforms, shared databases, and other healthcare technology.

· Ability to accurately enter, maintain, and track information using spreadsheets, electronic systems, and standardized workflows.

· Basic understanding of professional email, calendar management, and virtual meeting platforms.

Soft Skills

· Strong organizational and time-management skills.

· Strong attention to detail and commitment to accuracy.

· Professional verbal and written communication skills.

· Ability to manage multiple assignments and deadlines in a fast-paced environment.

· Dependable follow-through and responsiveness.

· Ability to work collaboratively with physicians, clinicians, facility staff, and internal teams.

Role-Specific Capabilities

· Ability to follow established workflows, procedures, and escalation pathways.

· Ability to appropriately prioritize routine tasks and identify when assistance or escalation is needed.

· Ability to handle confidential patient and business information appropriately.

· Ability to learn healthcare terminology and program-specific processes.

· Ability to work independently on assigned responsibilities while receiving direction and oversight from program leadership.

Education & Experience

· High school diploma or equivalent required.

· Associate’s or bachelor’s degree in healthcare administration, business, or a related field preferred.

· Previous administrative, scheduling, customer service, healthcare, or operations experience preferred but not required.

· Previous experience coordinating calendars, appointments, or schedules preferred.

· Previous experience working with physicians, clinicians, or other healthcare professionals preferred.

· Experience using an Electronic Medical Record (EMR) or other healthcare technology preferred.

· Familiarity with Value-Based Care, Care Management, Palliative Care, or similar clinical programs preferred but not required.

Certifications & Licenses
· No professional certification or license required.

· Relevant healthcare administration, medical office, or related certification preferred but not required.