Senior Business Operations Coordinator

Optum is a global organization that delivers care, aided by technology to help millions of people live healthier lives. The work you do with our team will directly improve health outcomes by connecting people with the care, pharmacy benefits, data and resources they need to feel their best. Here, you will find talented peers, comprehensive benefits and career development opportunities. Come make an impact on the communities we serve as you help us advance health equity on a global scale. Join us to start Caring. Connecting. Growing together.

This position is essential for supporting multiple workstreams associated with our Central Document Management (CDM) teams. The ideal candidate will work closely with other members of the CDM team, as well as with Network Enablement and other staff or departments related to the document management workstreams supported by CDM.

Responsibilities of the role include depart trainings and internal documentation management tasks. As well support with CDM intake management, providing support for documentation indexing, retention, and various data entry tasks. Patient Records Request and internal audit workflows as assigned. The candidate must also access relevant patient information and will be responsible for supporting electronic packets for outgoing mail tasks as assigned/appropriate to CDM workflows. Assist with sorting and processing of electronic and hard copy/physical incoming mail as assigned, to ensure timely distribution across departments while maintaining organizational efficiency.

This role plays a critical role in ensuring the efficient processing of documentation workstreams within CDM operations while maintaining accuracy and adherence to daily SLAs and metrics and PHI & HIPAA requirements.

Primary Responsibilities:

• Support with maintaining and updating job aids and process documentation for assigned workflows within CDM
• Maintain and process/complete tracking/receiving workflows according to CDM standards and requirements, maintaining accuracy and required SLAs as assigned
• Support with processing electronic incoming mail (and physical mail when assigned) according to standard CDM workflows/tasks, including sorting, scanning, indexing, and triaging to appropriate departments or workflow paths/folders
• Support outgoing mail workflows/requests as appropriate within CDM workflows/tasks, ensuring accuracy and compliance with PHI and HIPAA requirements
• Perform various data entry tasks aligned with CDM workflows/tasks
• Support internal audit workflows and documentation retention requirements
• Assist with general administrative tasks and issue resolution activities for all projects and programs supported by the team
• Support workflow responsibilities as assigned, meeting all SLAs, client requirements, and performance guarantees
• Produce and keep track of Excel trackers, both paper and digital, for multiple work projects and departments as applicable and assigned
• Support leadership on meetings when new projects and metrics are discussed
• Support training activities within team-aligned workflows
• Act as a subject matter expert on inbound mail and scanning workflow, lead issue resolution, and communicate workflow status through daily reporting and meetings with business partners
• Co-manage CDM Distribution Mailboxes and assist Supervisor with weekly and special reporting tasks
• Collaborate with other team members to ensure comprehensive and coordinated care documentation
• Manage Do Not Ship (DNS) patient alert audits regarding required tracked documentation
• Support Adobe Sign basic trainings, maintenance and creation of templates, and user access requests as required for specific workflows and documents
• Coordinate with other departments to streamline documentation processes and ensure compliance with internal policies and external regulations
• Assist with the conversion of physical documents to electronic format and the migration of documents to new systems or platforms when applicable
• Accurately process Payment Card Industry (PCI) data & assist with PCI annual audit requirements when needed
• Perform regular chart audits of documents to ensure accuracy and compliance
• Maintain patient privacy and HIPAA compliance standards by implementing appropriate controls and access protocols
• Learn to use new production equipment and supporting software and take on new responsibilities to align with the changing demands of business partners
• Assist with scheduling meetings and other administrative tasks as assigned by manager
• Order and manage inventory of materials as assigned
• Build positive working relationships with peers and business partners to drive engagement and productivity
• Mentor others, act as a resource for others, and coordinate others’ activities from time to time
• Work independently and frequently complete work without established procedures
• Perform other duties and responsibilities as required

You’ll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in.