Outreach Operations Coordinator

PRIMARY FUNCTION

The Outreach Operations Coordinator is responsible for coordinating and monitoring patient outreach initiatives across multiple clinics and regions. This role ensures outreach lists are distributed accurately and timely, tracks completion and performance metrics, identifies operational gaps, and provides reporting and accountability support to clinic and organizational leadership.

The Outreach Operations Coordinator serves as a key liaison between Patient Engagement, clinic teams, and leadership to ensure outreach campaigns are executed efficiently and achieve desired outcomes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list may not include all of the duties that may be assigned.

1. Distribute outreach call lists and assignments to clinics and regional teams according to established schedules.

1. Monitor outreach campaign progress and track completion rates across assigned clinics and regions.

1. Maintain and update outreach tracking tools, spreadsheets, and reporting files.

1. Audit outreach documentation to ensure accuracy, completeness, and compliance with established processes.

1. Generate daily, weekly, and monthly reports summarizing outreach performance, completion percentages, appointment outcomes, and outstanding opportunities.

1. Identify clinics or teams with low completion rates or performance concerns and escalate findings to leadership as appropriate.

1. Collaborate with clinic leadership, Patient Engagement teams, Business Analytics, and Operations to resolve outreach-related issues.

1. Monitor key performance indicators (KPIs), including outreach completion rates, conversion rates, appointment scheduling outcomes, and patient declines.

1. Conduct quality reviews of outreach files to identify duplicate outreach efforts, missing documentation, or process inconsistencies.

1. Support implementation of new outreach workflows, tools, and process improvements.

1. Assist with outreach campaign planning, execution, and follow-up activities.

1. Prepare presentations, summaries, and operational updates for leadership meetings.

1. Serve as the primary point of contact for outreach tracking and performance reporting inquiries.

1. Recommend opportunities to improve operational efficiency, reporting accuracy, and outreach effectiveness.

1. Support future CRM implementation efforts and ongoing maintenance of outreach tracking processes.

SUPERVISORY RESPONSIBILITIES

• This position does not have direct supervisory responsibilities.

• May provide guidance, training, and operational support to clinic staff and outreach team members regarding outreach processes, documentation standards, and reporting requirements.

• May coordinate activities across multiple departments and stakeholders to ensure successful execution of outreach initiatives.

QUALIFICATIONS

• Education: Bachelor's degree in Business Administration, Healthcare Administration, Public Health, Analytics, Operations Management, or a related field preferred.

• Minimum of 2 years of experience in healthcare operations, patient outreach, project coordination, data analysis, reporting, or a related field.

• Experience working with large datasets, performance reporting, and operational tracking preferred.

• Experience in healthcare, call center operations, population health, patient engagement, or clinic operations strongly preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Understanding of healthcare operations, patient outreach workflows, and performance measurement methodologies.

• Knowledge of reporting processes, data management, and quality assurance practices.

• Familiarity with call center operations, patient engagement programs, and preventive care outreach initiatives preferred.

• Advanced Microsoft Excel skills, including pivot tables, formulas, data validation, filtering, and reporting.

• Strong analytical and problem-solving skills with the ability to interpret and summarize data.

• Excellent organizational and project coordination skills.

• Strong written and verbal communication skills.

• Creates professional reports, presentations, and performance summaries.

• Manages multiple projects and competing priorities simultaneously.

• Works independently with minimal supervision while maintaining a high level of accuracy.

• Identifies trends, risks, and operational opportunities through data analysis.

• Collaborates effectively with leadership, clinic teams, and cross-functional departments.

• Maintains confidentiality and handles sensitive information appropriately.

• Adapts to changing priorities and evolving operational needs in a fast-paced environment.

TYPICAL WORKING CONDITIONS

• Non-patient facing

• May be either full time remote/telework or rotate working in the office and remote/telework

• If remote, this job must be U.S. based

• Indoor work; professional office environment

• Operating computer

• Reach outward

• May require sitting or standing for long periods, including stooping, bending, stretching

• Lift up to 10lbs

• Requires manual dexterity sufficient to operate a keyboard, type at 35 wpm, operate copier, and other office equipment

OTHER PHYSICAL REQUIREMENTS

• Vision

• Sense of sound

• Sense of touch