Clinic Ops Specialist

CommonSpirit Health•Los Angeles, CA

About The Position

The Clinic Operations Specialist plays a crucial role in ensuring our clinic runs smoothly, efficiently, and compliantly, always upholding our organizational mission and values. This position is vital for patient experience, administrative accuracy, and maintaining a high standard of care in a fast-paced environment.

Requirements

A minimum of 2 years progressively responsible office administrative experience in a physician-based practice.
Experience communicating with individuals on a one-on-one basis from a variety of socio economic and ethnic backgrounds and at various organizational levels, using appropriate vocabulary and grammar in order to convey information.
Fire Safety, upon hire
Payment Card Industry Data Security Standards (PCI-DSS) training within 15 days of hire

Responsibilities

Warm Welcome: Greet all patients, customers, and visitors with a friendly smile, direct eye contact, using their name, and introducing yourself. Ensure each person receives undivided attention.
Check-in: Guide patients through the check-in process, asking about their journey to the clinic.
Financials: Accurately collect co-pays, co-insurance, deductibles, and self-pay amounts for both facility and professional services, providing printed receipts.
Checkout & Scheduling: Warmly check out patients, ask about their visit, resolve any concerns, schedule future appointments (EHR), and validate parking.
Phone Etiquette: Answer calls promptly and professionally with a "smile in your voice." Triage calls, transfer them warmly to the correct staff, and avoid placing callers on hold without consent and estimated wait times. If a message is preferred, take a clear, detailed message with required action and deadline.
Feedback: Encourage patient feedback to support ongoing performance and quality improvements.
Office Environment: Keep the reception area neat, tidy, and ensure refreshments are available for patients throughout the day.
Patient Registration (MS4): Accurately pre-register and complete patient registrations in MedSeries 4 (MS4) according to current policies and training. Consistently use MS4 to verify if a patient is new or established at California Hospital Medical Center (CHMC). Ensure accurate patient identification in MS4 to prevent duplicate medical record numbers. Create accounts for new and established patients in MS4.
Record Management: Organize and scan paper medical records into the appropriate locations within the Electronic Healthcare Record (EHR).
Scheduling & Preparation: Review the clinic schedule in advance. Contact patients to remind them of appointments, assist with registration, and reschedule as needed. Prepare patient records for the next business day, ensuring all necessary medical records, lab results, etc., are available. Follow up with patients or primary care doctors as needed.
Payment Logging: Accurately log all collections and update specified electronic systems.
Workflow Management: Ensure smooth office operations to minimize waits and delays for patients.
Team Collaboration: Work closely with clinicians and administrative staff to ensure patients are seen in a timely manner.
Organizational Alignment: Perform all duties in line with the organization's mission, policies, and performance improvement plan.
Regulatory Adherence: Comply with JCAHO and all other licensing, accrediting, and regulatory agency requirements.
Conduct Standards: Adhere to all Standards of Conduct Requirements, including completing the acknowledgement card and required compliance education.
Policy Review: Regularly review and adhere to departmental and organizational policies, procedures, and guidelines.
Continuous Learning: Complete all departmental and mandated CHW competencies on time.