Medical Staff Operations Coordinator

Job Description

Job Description

What will you do as a Medical Staff Operations Coordinator

The Medical Staff Operations Coordinator plays a critical role in ensuring seamless scheduling, operational coordination, and executive‑level administrative support for medical staff across Palliative Care (hospital, clinic, and community‑based settings) and Hospice. This role co-leads with Medical Staff Leadership the design, implementation, and ongoing management of a comprehensive scheduling platform; manages medical staff coverage needs; and serves as the operational and organizational support partner to Medical Staff leadership.

The position coordinates for medical staff operations, supporting leadership through meeting participation, documentation, follow‑up action, and alignment of departmental and organizational policies and processes. Strong data, technical, organizational, and project management skills are essential, along with expertise in navigating electronic health records and supporting workflows. The overarching goals of this role are to support the efficient and effective delivery of consistent, high‑quality patient care by HopeHealth’s medical staff and to strengthen team’s engagement, effectiveness, and alignment of the medical staff. 

Key Responsibilities as a Medical Staff Operations Coordinator

Medical Staff Scheduling & Coverage

• Coordinate and manage three existing staffing schedules
  • weekday, weekend, holiday, and overnight on‑call coverage for hospice and palliative care providers 
  • weekday hospice provider scheduling for 7 outpatient teams and the 30-bed inpatient unit (Hulitar Hospice Center)
  • palliative weekday and weekend schedule across 14 care sites
• In collaboration with Medical Staff leadership, design, build, implement, and maintain a scheduling platform supporting physicians and advanced practice providers across palliative (inpatient, outpatient, and community‑based sites) and hospice, bring existing calendars and on-call schedules built in Excel into Shiftboard, a scheduling platform 
• Ensure accurate alignment of schedules across scheduling platforms and the organization’s electronic health record, including updates for non‑working days, alternate assignments, and cross‑coverage for home and long-term care palliative providers 
• Coordinate communication with medical staff, clinical leaders, and clinical teams regarding coverage needs, schedule changes, and contingency planning.

Executive & Medical Staff Leadership Support

• Provide executive support to Medical Staff leaders, supporting prioritization, organization, and operational follow‑through.
• Attend Medical Staff leadership, operational, and project meetings, as assigned.
• Prepare meeting agendas and materials in collaboration with leaders.
• Document meeting discussions, decisions, and action items and ensure timely follow‑up and completion.
• Track and coordinate action items across initiatives and workgroups to support accountability and progress.
• Assist Medical Staff leaders with preparation for meetings, presentations, and communications 
• Support initiatives to improve medical staff engagement, operational efficiency, and consistency of care delivery.

Administrative & Departmental Support

• Provide administrative support for the Medical Staff Office
• Tracking, processing, and reconciling reimbursement requests.
• Assist with onboarding logistics related to scheduling orientation and shadowing experiences, ensuring new medical staff, and new hospice and palliative fellows are accurately built into scheduling platforms and departmental workflows.
• Support departmental operations through coordination of calendars, documentation, and shared resources.
• Cross‑train with other administrative roles within the department to ensure coverage, continuity, and operational resilience.

Operations, Data, and Technical Support

• Utilize strong data and technical skills to analyze scheduling patterns, staffing needs, and operational metrics.
• Maintain and optimize scheduling platforms and related operational systems.
• Partner with IT, Informatics and Analytics Departments to automate processes, improve system integrations, and support scheduling accuracy.
• Maintain departmental SharePoint and other collaboration tools to support standardized workflows and communication.

Clinical Operations & Continuum of Care Coordination

• Cross‑train in and provide support for patient scheduling within the Advanced Illness Care (AIC) program, as needed.
• Assist with patient tracking and coordination across palliative care (hospital, clinic, and community‑based settings) and hospice to support continuity of care.
• Serve as a knowledgeable resource in navigating the electronic health record to support provider workflows, scheduling accuracy, and communication across sites.

Learner & Educational Scheduling Support

• Assist with scheduling and coordination of learners (e.g., students, residents, fellows) working with HopeHealth medical staff.
• Support setup of learner schedules, calendars, and access to pertinent EHRs in collaboration with clinical and administrative partners.
• Ensure learner scheduling aligns with provider availability, site capacity, and program requirements.
• Maintain SharePoint site for educational materials 

Project Management

• Apply project management skills to support rollout and pacing of new operational initiatives and departmental projects.
• Coordinate timelines, stakeholders, and deliverables across multiple concurrent initiatives.
• Support continuous improvement efforts related to scheduling, administrative workflows, leadership operations, and care delivery.

Qualifications to be a Medical Staff Operations Coordinator

Required

• Bachelor’s degree or equivalent experience in healthcare administration, operations, or a related field.
• Experience with staff scheduling
• Healthcare operations, executive or administrative coordination, or related roles.
• Strong technical proficiency with scheduling platforms, databases, and Microsoft Office tools.
• Demonstrated ability to manage complex calendars, meetings, and competing priorities.
• Experience navigating electronic health records in a clinical or operational context.
• Strong written and verbal communication skills, including documentation and follow‑up.

Preferred

• Experience supporting hospice, palliative care, or Advanced Illness Care programs.
• Project management experience or formal training.
• Strong data analysis, reporting, or systems optimization experience.
• Experience supporting medical staff leadership, committees, or governance structures.
• Experience supporting learner scheduling or academic clinical programs.

Core Competencies

• Operational accuracy and attention to detail
• Executive‑level organization and follow‑through
• Clear, proactive communication
• Technical and systems fluency
• Data‑driven problem solving
• Project and change management
• Adaptability and cross‑functional collaboration
• Commitment to consistent, high‑quality, patient‑centered care

What are the job benefits?

For your health and peace of mind:

• Medical, dental and vision insurance 
• Retirement plan with employer contribution 
• Pre-tax flexible spending account for healthcare and dependent care 
• Disability coverage 
• Discounts on voluntary insurance programs 
• Life and long-term-disability insurance 
• Mileage reimbursement 

For your wellbeing:

• Paid time off (PTO) and paid holidays 
• A caring culture that supports your wellbeing 
• Work only one weekend a month (day off week before and after) 

  For your career:

• A robust orientation programs 
• Educational assistance 
• Reimbursement for certifications 
• HopeHealth Clinical Education Lab (continuing education) 

Discover a career that transforms lives – including yours.

At HopeHealth, health care is more than a career choice. It’s a calling. 

You can see it in our incredible team, who are as compassionate as they are talented. You can see it in the trust that our patients and families place in us every day. 

And you can see it in our values – as a health care organization, and as an employer. At HopeHealth, we care deeply about every life we touch, including yours. We’re committed to giving employees the support they need to not only excel at their jobs, but to love what they do. 

Join us, and you’ll be part of a team that inspires you, a workplace that invests in you, and a mission that brings hope and dignity to patients and families every day. 

HopeHealth is a not-for-profit market leader in the areas of home health, palliative and hospice care serving Massachusetts and Rhode Island. Our family of brands include HopeHealth Hospice & Palliative Care, HopeHealth Community VNA and HopeHealth Visiting Nurse. 

Our Hospice Care Team

HopeHealth’s hospice care team provides comfort and support to patients who are in the advanced stages of serious illness or nearing the end of life. 

Join our team, and you’ll: 

• Help patients and families make every moment count. Hospice is a special calling. Your work will help patients live as comfortably and fully as possible and provide meaningful support for everyone in the family. As part of our team, you’ll provide patients, and their loved ones, with a peaceful end-of-life setting. 
• Know that your expertise and unique perspective are valued. In our inclusive work culture, you’ll be free to work autonomously while feeling authentic support from your team. You’ll experience the mutual respect, collaboration and trust of a healthcare team that’s committed to going above and beyond for every patient – and for every member of the team. 
• Be part of a leading team. For over 40 years, HopeHealth Hospice has set the gold standard for end-of-life care. We’re the second-oldest hospice in the country, and one of the largest not-for-profit hospice providers in New England. We are committed to giving all of our employees the skills and support they need to deliver the best possible patient care. 

HopeHealth is an Equal Opportunity Employer

Our Commitment to Diversity, Equity and Inclusion 

HopeHealth is committed to advancing diversity, equity and inclusion in the workspace. We believe that attracting, developing and empowering exceptional people will allow us to continue to deliver the best care for our patients and families. 

All qualified individuals – inclusive of race, color, religion, sex, gender, sexual orientation, national origin, age and ability – are warmly welcome at HopeHealth.