Coordinator of Wellness Services - Per Diem - Southampton Hospital

About the Role

Facilitates patient and client communication by serving as the primary point of contact, answering and routing calls, providing program information, and supporting a welcoming, patient-friendly experience. Manages new patient registration, scheduling, scanning of documentation, and profile maintenance in electronic systems (Clinicient, NextGen, Mindbody, OttoHealth). Supports patients with technology needs for virtual visits and online classes. Coordinates care through scheduling for nutrition, functional medicine, pelvic floor PT, massage, acupuncture, and specialty wellness programs. Maintains patient records, obtains lab/test results, processes medication refill requests, and ensures continuity of care with providers. Collects and posts payments, co-pays, and packages across systems (Clinicient & Mindbody). Provides support to instructors, manages time-off notifications, and handles payroll for massage therapists, acupuncturists, and fitness/specialty program instructors.

Responsibilities

• Facilitates patient access to services and programs.
• Oversees financial aspects of Wellness services in all locations.
• Coordinates program groups and locations.
• Prepares monthly expense, revenue, statistics, and volume reports.
• Facilitates program growth and participates in community outreach.
• Assists in development and implementation of departmental policies and procedures.
• Coordinates marketing initiatives with the development office.
• Oversees and manages Associate II’s in all locations, ensuring updates on Wellness programs.
• Coordinates scheduling of Associate II’s and contract staff.
• Oversees payroll for contract staff and maintains employee personnel files.
• Manages scheduling systems for all practitioners and completes performance appraisals.
• Routes phone calls and provides pertinent information to potential clients.
• Prepares documents in proper form and coordinates schedules for exam rooms, treatment rooms, and classrooms.
• Coordinates integration of new services and practitioners.
• Demonstrates appropriate customer service skills in all interactions.
• Verifies insurance when needed and assists with outreach efforts to promote Wellness Services.
• Orders and tracks supplies for pelvic floor therapy, massage, and other wellness programs.
• Designs, implements, and maintains programs and schedules for classes, workshops, and wellness programs across multiple locations (Cancer Center, Hampton Bays, Southampton, Community-based programs), both in-person and virtually.
• Prepares classrooms and supports onsite workshops and physician-led programs.
• Assists in recruiting and interviewing staff, independent contractors, and program providers.
• Develops and coordinates marketing initiatives, including flyers, newsletters, Constant Contact emails, and bulletin board updates.
• Facilitates community outreach programs, attends health fairs, and collaborates with community members to expand awareness of Wellness Institute services.
• Ensures program longevity through grant writing and procurement.
• Collects, analyzes, and reports departmental metrics, including program outcomes, patient volumes, practitioner productivity, revenue tracking, and statistics for the Phillips Family Cancer Center.
• Oversees day-to-day operations at Hampton Bays Wellness and Southampton Wellness to ensure safety, efficiency, and patient satisfaction.
• Maintains and updates departmental forms and documentation to ensure compliance with all local, state, and federal regulations.

Requirements

• Good interpersonal skills and ability to market/correspond with the professional community.
• Proficient in the use of Word, Excel, Access, Publisher programs, and computer-based scheduling systems.
• Excellent communication and telephone skills.

Qualifications

• Bachelor’s degree preferred, preferably in Community Health/Public Health Relations.

Physical Demands

• Sitting 60% of the day.
• Lifting objects under 40 lbs.
• Visual and auditory acuity.
• Occasional travel to other locations to support operational needs.

Pay

$35.00 / hour

Schedule

Per Diem