Project Coordinator (Hybrid) Jobs

***While this role is hybrid remote, the candidate MUST live in the Tampa/surrounding area as occasional travel to our corporate office is required.***

Our mission is Better Health. Our passion is helping others.

What’s Your Why?

• Are you looking for a career opportunity that will help you grow personally and professionally?
• Are you ready to join a growing team that shares your mission?
• Do you have a passion for helping others achieve Better Health?

Why Join Our Team: At Votion, it’s our commitment, our passion, and our culture that sets us apart. Our Team Members make a difference each and every day! We don’t just talk the talk - we believe in it and live by it. Our core value is always to deliver 5-star service. And by doing so, we successfully achieve our mission of Better Health. We support our providers with all the necessary tools and resources they need to deliver the care all patients deserve. Be part of a team that is rebuilding sick care into Better Health Care. We take great care of our team, patients, providers, and affiliates because together, we can achieve: Better Care. Better Outcomes. Better Health.

Responsibilities

The Project Coordinator, Core Operations will directly support the Votion Team. They will be expected to perform within the following scope, as well as other assigned duties and activities that aid and leverage our Team function. Responsibilities include and are not limited to:

• Assist with presentation design
• Request educational materials and reports from contributing departments 1 week prior to the associated planning meeting
• Plan, coordinate, and support Provider and Office Champion educational and training events
• Update various internal systems and trackers within 1 week (or by the date specified by the department lead) of the change taking place
• Internal systems and trackers should be maintained with 100% accuracy
• Prepare an agenda for and participate in monthly vendor meetings
• Update the payment processing system with new or terminated employees as required per the program guidelines
• Manage internal team assignments
• Patient Results
• Vendor management
• Complete the event setup process on the master calendar weekly for new requests submitted by the Provider Operations team
• Complete monthly compliance screening for providers, internal team members, and vendors
• Communicate changes to internal teams as required
• Track the providers’ progress in applicable training events
• Maintain video - hosting platform with most recent educational videos and webinars
• Participate in confirming the accuracy of provider office data as required
• Confirm all program trackers are up to date with current information monthly by the 20th of the month
• Participate in process improvement initiatives
• Obtain schedule of availability from the vendor at least 2 months in advance
• Provide mail vendor with accurate mailing lists and instructions at least 4 days prior to the target mailing date
• Support Votion patient mailing projects
• Work with the Provider Operations and VIPcare Regional Managers to confirm team member payouts are correct and make any changes necessary prior to payment being released
• Apply for CME credit at least one week in advance of an event for which CME credit is being offered
• Create and remove portal accounts for providers and office staff as requested by the Provider Operations, Quality, and VIPcare teams
• Upload payout information to our payment processing vendor and send leadership approval email by the due date set forth by the Manager of Core Operations on a monthly basis or as required per project
• Payments should undergo variance and accuracy checks prior to submission and therefore have 100% accuracy according to the data received from the applicable team
• Other designated administrative, clerical, or operational tasks as assigned to leverage Votion goals
• Create presentations with 100% accuracy according to the materials received from the contributing departments
• Return associated CME paperwork within one week after an event for which CME credit is being offered
• Calculate PCP Office team member payouts within 2 business days of receiving completed data from the Health Services and VIPcare teams
• If errors are found on diagnostic results, request correction from the vendor within 1 business day of the error being found
• Assist with mailer design if applicable
• Provide the monthly event schedule to the vendor at least 7 days prior to the beginning of the month
• Confirm results are uploaded to the portal by the Quality Team within 1 week of receiving them from the vendor
• Conduct PCP Office payment processing for various programs
• Data preparation
• Attend and participate in Core Operations team meetings, 1:1 meetings with the Manager of Core Operations, and interdepartmental market meetings as required
• Maintain email lists and send email campaigns for PCP Office training and education
• Add and remove PCP Office team members from the program on a weekly basis according to the submissions by the Provider Operations and VIPcare Regional Manager teams
• Participate in the annual review of the Provider Directory to confirm accuracy prior to printing
• Update the program-eligible patient list monthly by the 20th of the month
• Review and improve processes on a quarterly basis as assigned by the Manager of Core Operations
• Provide event schedule updates to the vendor weekly
• Follow up with vendor one week after targeted mailing date to confirm completion
• Finish compiling requested educational materials and reports from contributing departments at least 2 days prior to the Provider Packet, Newsletter, Comprehensive Review, Town Hall, or Provider Onboarding distribution due date
• Send out Whiteboard Program Target text messages to all participating offices within 2 business days of the new month membership being loaded into the system
• Update program trackers within 2 business days of the program payout being completed
• Update various internal systems and trackers within 1 week of a change taking place for provider demographic, Health Plan, payment information, or monthly roster refresh
• Assist with event production, including screen sharing and driving the presentation
• Provide the patient schedule for the following week’s events to the vendor weekly on Thursday
• Scheduling
• Work with the Provider Operations and VIPcare teams to assign Humana members to the correct PCP within one week of receiving the updated monthly roster
• Plan, coordinate, and support PCP Office diagnostic services programs
• Manage the Whiteboard Bonus Program
• Complete the event setup process in project management software weekly for new requests submitted by the Provider Operations team for the current or upcoming months
• Assist with mailer proofing
• Manage Provider Office Data
• Responsible for managing and maintaining beneficial working relationships with health plans, vendors, PCP offices, and internal teams
• Work with the Provider Operations team to schedule events on all available dates for assigned market provided by the vendor at least one month in advance of the event date
• Review and enter patient results into the tracker within 2 business days of receiving them from the vendor
• Share the results with the Provider Operations team within 2 weeks of the test date
• Track event RSVPs and complete associated action items

Key Attributes:

• Has a contagious and positive work ethic, inspires others, and models the behaviors of our core values and guiding principles
• Pursues activities with focus and drive, defines work in terms of success, and can be counted on to complete goals.
• Is able to work within our Better Health environment by facing tasks and challenges with energy and passion.
• An effective team player who contributes valuable ideas and feedback and can be counted on to meet commitments.
• Demonstrated ability to handle data with confidentiality

Additional Education & Skills Required:

• Ability to work in a shifting and fast-paced environment
• Associate’s or Bachelor’s degree in Healthcare Administration or related field preferredProven ability to work with Google Suite software or equivalent (MS Excel and MS Powerpoint)
• STRONG reasoning and critical thinking are required.
• MUST be results oriented with a focus on quality execution and delivery.
• Excellent organizational, time-management, and multi-tasking skills with strong attention to detail
• Excellent written and verbal communication skills.
• Must be able to work professionally with confidential information
• Ability to work independently with minimal supervision
• Ability to shift focus, multi-task, and prioritize in a rapidly changing environment.
• Demonstrated resourcefulness, initiative, and results-oriented capabilities
• Ability to work cross-functionally with multiple teams

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