Administrative Assistant - Orthopaedic Surgery Clinic - Full Time 8 Hour Days (Non-Exempt) (Union)

University of Southern California•Los Angeles, CA

3d•$24 - $41

About The Position

The Administrative Assistant provides administrative and secretarial support for a physician in the Orthopaedic Surgery Clinic. The role supports patient care and clinic operations through appointment scheduling and follow-up, coordinating outpatient clinic flow, and performing office and clerical duties. The assistant helps the multidisciplinary team manage patients through intake and evaluation, serving as a liaison between the clinic and referring physicians. The position also coordinates calendars and daily priorities and contributes to independent and collaborative projects as needed. The role includes processing referrals, coordinating authorizations and diagnostic services, preparing charts, communicating appointment and case changes, maintaining accurate information in computer systems, and providing phone and clinic coverage. It requires protecting patient confidentiality and working independently as well as collaboratively with clinic and hospital personnel.

Requirements

High school diploma or equivalent.
24–36 months of administrative or office experience in a medical or clinical setting.
Professional English verbal and written communication skills.
Strong organizational skills.
Computer literacy, including word processing and spreadsheets.
Fire Life Safety Training (LA City); if the credential is not held upon hire, it must be obtained within 30 days of hire and maintained through renewal before expiration, for positions within LA City only.

Nice To Haves

Specialized or technical training, including formal secretarial training or equivalent education.
Experience in an acute-care or ambulatory-care setting.
Knowledge of medical terminology.
Familiarity with word processing, IDX, Cerner, PBAR, and scheduling software.
Basic Life Support (BLS) Healthcare Provider certification from the American Heart Association.

Responsibilities

Provide administrative and secretarial support for the doctor in the department or unit.
Assist with patient care, outpatient clinic coordination, patient appointments, and follow-up.
Schedule follow-up appointments for post-surgical care and help organize efficient clinic scheduling and case flow.
Support the multidisciplinary team in managing patient care through intake and evaluations, acting as a liaison between the clinic and referring physicians.
Coordinate with insurance carriers and medical groups to obtain treatment authorizations for office visits.
Draft and transcribe letters.
Greet patients courteously and professionally and protect patient confidentiality.
Process new referrals in a timely manner, including obtaining outside medical records, entering demographic information into computer systems and PBAR, providing records to the physician or multidisciplinary team, supplying insurance information to the financial counselor, and scheduling patients.
Schedule patient evaluations promptly while accommodating patient needs, including laboratories, diagnostic testing, and consultations as needed.
Schedule mandatory patient teaching classes and provide appropriate patient instructions.
Notify patients of upcoming appointments and arrange clinic appointments as requested by the physician.
Communicate changes in patient and case information to involved personnel.
Enter information accurately and thoroughly into computer systems, including Cerner and PBAR.
Work with hospital personnel to resolve issues and accommodate patients.
Prepare charts for clinic, selection committee, and tumor board, if applicable.
Assist with clerical and scheduling needs in clinic and provide phone coverage as needed.
Assist with translation as needed, if applicable.
Cover for other staff during sick time, vacation, or leaves of absence.
Work independently and as part of a team to complete duties in a timely manner.
Perform other duties as assigned.