Coordinator of Wellness Services - Part Time - Temporary - Southampton Hospital

Position Summary

Facilitates patient & client communication by serving as the primary point of contact for patients and clients, answering and routing calls, providing program information, and supporting a welcoming, patient-friendly experience. Complete new patient registration, scheduling, scanning of documentation, and profile maintenance in electronic systems (Clinicient, NextGen, Mindbody, OttoHealth). Support patients with technology needs for virtual visits and online classes. Care coordination through managing scheduling for nutrition, functional medicine, pelvic floor PT, massage, acupuncture, and specialty wellness programs. Maintain patient records, obtain lab/test results, process medication refill requests, and coordinate continuity of care with providers. Collect and post payments, co-pays, and packages across systems (Clinicient & Mindbody). Provider & program support offered to instructor scheduling, time-off notifications, and payroll for massage therapists, acupuncturists, and fitness/specialty program instructors. -Order and track supplies for pelvic floor therapy, massage, and other wellness programs. Assist with program & class operations by designing, implementing, and maintaining 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. Prepare classrooms and support onsite workshops and physician-led programs.  Assist in recruiting and interviewing of staff, independent contractors and program providers to expand offerings. Marketing & outreach by developing and coordinating marketing initiatives in collaboration with SBSH Marketing, including flyers, newsletters, Constant Contact emails, and bulletin board updates. Facilitate community outreach programs, attend health fairs, and collaborate with community members to expand awareness of Wellness Institute services. Ensure longevity of programs through grant writing and procurement. Data management & reporting through collection, analytics, and reporting departmental metrics, including program outcomes, patient volumes, practitioner productivity, revenue tracking, and statistics for the Phillips Family Cancer Center. Facility & operations management -oversee day-to-day operations at Hampton Bays Wellness, Southampton Wellness ensuring safety, efficiency, and patient satisfaction.  Maintain and update departmental forms and documentation to ensure compliance with all local, state and federal regulations.

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 as well as carries out policy and procedure for the department. 
• Coordinates marketing initiatives with development office. 
• Oversees and manages Associate II’s in all locations. 
• Keeps all Associate II’s updated on all Wellness programs. 
• Coordinates scheduling of both Associate II’s and contract staff.  
• Oversees payroll for contract staff. 
• Keeps clear and concise records concerning employee personnel files. 
• Oversees and manages scheduling systems for all practitioners. 
• Completes performance appraisals timely and accurately. 
• Routes phone calls appropriately and supplies pertinent information to potential clients. 
• Prepares documents in the proper form. 
• Coordinates schedules of exam rooms, treatment rooms, and classrooms in an organized manner. 
• Coordinates integration of new services and practitioners. 
• Demonstrates appropriate customer service skills in all interactions with Customers. 
• Effectively verifies insurance when needed. 
• Assists with outreach efforts to promote Wellness Services. This is a temporary position that may end at any time. 

Required Experience And Qualifications:

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

Preferred Experience And Qualifications:

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

Physical Demands:

• Sitting 60% of the day. 
• Lifting objects under 40lbs. 
• Visual and auditory acuity.

As part of employment at Southampton Hospital, there may be occasions when travel to other locations is needed to support operational needs.

Special Notes: Resume/CV should be included with the online application.

• Stony Brook Medicine is a smoke-free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions may be subject to changes in pass days and shifts as necessary. 
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. 
• This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook Southampton Hospital and related facilities. 

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established based on relevant experience.

The above salary range (or hiring range) represents SBSH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Your total compensation goes beyond the number in your paycheck!

Prior to start date, the selected candidate must meet the following requirements: 

Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Southampton Hospital’s Employee Health Services*

• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre-employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

 Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. 

*The hiring department will be responsible for any fee incurred for examination.

Company Overview:

Stony Brook Southampton Hospital as part of Stony Brook Medicine provides direct access to the highest level of academic-based medical care. Located in the heart of the village of Southampton, two hours from New York City, the hospital provides healthcare services to a diverse community of year-round residents, second homeowners and vacationers. The population, about 75,000 in the winter months, increases sharply to more than 300,000 in the summer. Stony Brook Southampton Hospital has been recognized as a Long Island Top Workplace by Newsday among large employers (defined as having 500+ employees). 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duty organized and registered under the New York Professional Employer Organization Law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Southampton employees and responsible for employment, including, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resource services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board.

Stony Brook Medicine is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

Stony Brook Southampton Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.