Provider coordinator

Provider Operations Manager AC Billing & Credentialing Specialists, LLC is seeking an experienced, dependable, and highly organized Provider Operations Manager to oversee provider relations and support the daily operation of our office. This position will report directly to the Executive Coordinator and will serve as the primary connection between company leadership, department supervisors, specialists, and the healthcare providers we serve. The ideal candidate will have experience managing teams or business operations, building systems and workflows, resolving concerns professionally, and ensuring that providers receive timely and consistent support. Primary Responsibilities Provider Relations and Communication * Serve as a primary point of contact for providers regarding service concerns, office operations, budgets, specialist performance, and ongoing support needs. * Respond to provider communications within 24–48 business hours. * Schedule and attend provider meetings in a timely and dependable manner. * Maintain a consistent work and meeting schedule. * Avoid unnecessary cancellations, missed meetings, or delayed follow-up. * Send provider feedback forms and review responses for concerns, trends, and opportunities for improvement. * Advocate for the company while also ensuring that provider concerns are heard, documented, and appropriately addressed. * Work with providers and internal staff to develop reasonable steps to resolve service concerns. * Facilitate mediation and contractual good-faith resolution meetings when needed. * Document meeting outcomes, agreed-upon action items, deadlines, and follow-up requirements. Department and Office Oversight * Meet regularly with supervisors and leaders from each department to gather updates regarding provider accounts, services, concerns, deadlines, and staff performance. * Maintain an overall company report showing each provider, the departments assisting them, the services they receive, current concerns, pending tasks, and major updates. * Ensure communication is consistent between providers, department supervisors, specialists, and executive leadership. * Identify recurring office or provider-service issues and recommend practical solutions. * Track whether departments and specialists are meeting provider needs and completing required follow-up. * Assist with reviewing provider budgets, service usage, and operational needs. * Provide regular reports to the Executive Coordinator regarding provider satisfaction, unresolved concerns, department performance, and recommended next steps. Provider Onboarding and Information Management * Coordinate the onboarding of new providers and offices. * Collect, review, enter, and organize provider and business information. * Confirm that required onboarding forms, service selections, contact information, and operational details are complete. * Send annual provider update forms to verify that all information on file remains accurate. * Update provider records when changes are reported. * Maintain organized provider profiles, service records, communication logs, and meeting notes. * Work with department supervisors to ensure new providers are properly introduced and transitioned to the appropriate specialists. Systems, Workflows, and Organization * Develop and improve systems for organizing provider information, department updates, meetings, complaints, service records, budgets, and follow-up items. * Create spreadsheets, trackers, reports, templates, and workflows that improve accountability and office organization. * Review current processes and recommend more efficient systems. * Ensure deadlines, follow-up dates, provider requests, and assigned responsibilities are clearly documented. * Help establish consistent procedures for provider communication, onboarding, feedback, mediation, and service reviews. * Maintain confidentiality and comply with all company privacy, security, and HIPAA-related requirements. Required Qualifications * Previous experience managing a company, office, department, or professional team. * Strong leadership, communication, mediation, and problem-solving skills. * Experience working directly with clients, healthcare providers, business owners, or professional service accounts. * Excellent organizational and time-management abilities. * Ability to manage multiple providers, departments, deadlines, and priorities. * Strong experience with spreadsheets, reports, databases, project-management systems, and office technology. * Knowledge of system building, workflow development, process improvement, and data organization. * Ability to communicate professionally during difficult or sensitive situations. * Dependable attendance and the ability to maintain a consistent weekly schedule. * Ability to attend provider and supervisor meetings without frequent cancellations or missed appointments. * Strong follow-through and the ability to respond within established communication timeframes. * Ability to work independently while reporting regularly to executive leadership. Preferred Qualifications * Experience in healthcare administration, medical billing, credentialing, provider relations, practice management, or behavioral health operations. * Experience reviewing service budgets or professional-service agreements. * Experience handling client complaints, mediation, escalation, or good-faith dispute-resolution processes. * Experience onboarding healthcare practices or professional-service clients. * Advanced knowledge of Microsoft Excel, Google Sheets, Microsoft 365, project-management platforms, reporting systems, and workflow automation. Work Schedule and Compensation This position will have a set weekly schedule and minimum required coverage hours. A consistent flat weekly compensation arrangement is preferred, based on the agreed-upon schedule, responsibilities, availability, and minimum coverage requirements. The selected candidate must be available for scheduled provider meetings, department-supervisor meetings, onboarding appointments, and timely follow-up during established business hours. Any compensation structure and worker classification will be documented in a written agreement before the position begins. Ideal Candidate The ideal candidate is a reliable and experienced operations professional who can help run the office, organize provider information, support department supervisors, improve internal systems, and protect strong relationships with our providers. This person should be proactive rather than reactive. They should be able to recognize concerns early, gather accurate information, develop solutions, assign follow-up steps, and ensure that both the provider and the company receive consistent support. This is a leadership role for someone who can take ownership of provider operations, maintain professionalism during difficult situations, and help the company continue improving its systems and quality of service.