Clinical Operations Specialist (Medical Assistant/Front Desk Receptionist)

Rothman Orthopaedics•Marlton, NJ

13h•Onsite

About The Position

The Clinical Operations Specialist (COS) provides clinical and operational support to the office. In the clinical capacity, the COS functions as a Medical Assistant, Non-Surgical Clinical Assistant, or another applicable clinical role as needed, helping ensure patient flow and supporting clinical and administrative functions. Operationally, the COS serves as a Front Desk Receptionist or Front Desk Therapy Receptionist, greeting and checking in patients, verifying insurance, obtaining referrals, and completing other administrative tasks. The role acts as a liaison between patients and medical staff and is designed to meet office operational needs; regular travel and schedule flexibility are inherent in the position. The role emphasizes patient satisfaction, schedule preparation, prompt handling of communications, timely pre-certifications and authorizations, compliance with clinical procedures and documentation standards, accurate payment and referral collection, efficient handling of demographic and insurance information, time management, independent problem solving, reliability, and punctuality. The position is based at 999 NJ-73, Marlton, NJ 08053. Office hours are Monday through Friday, 8:00 a.m. to 7:30 p.m.; the employee works a combination of 12- and 8-hour shifts, totaling 40 hours per week. Pay is listed as $17.00–$24.00 per hour.

Requirements

High school diploma or GED.
Current CPR certification.
At least one year of experience in a medical office environment.
Knowledge of medical office procedures and terminology.
Computer skills, including use of the MS Office Suite.
Reliability and punctuality; regular travel and schedule flexibility are inherent in the role.

Nice To Haves

Active National Medical Assistant Certification is preferred but not required.
Experience with scheduling and billing systems and electronic medical records is preferred.
Basic medical assistant skills, including phlebotomy, handling body fluid samples, removal of sutures and staples, and knowledge of OSHA regulations, are preferred.

Responsibilities

Greet patients and visitors promptly, courteously, and helpfully.
Maintain patient flow from the waiting room to the exam room and through discharge when applicable; direct patients to surgery scheduling or the exit after appointments.
Provide service and quality patient care in interactions with patients, physicians, clinical teams, and peers.
Check patients in by entering, verifying, and updating demographic and insurance information; record arrival, referral, and payment information.
Address RCM Console and Ready to Bill errors daily to support timely claims submission.
Ensure referrals are received, stored in the patient chart, and attached appropriately.
Schedule follow-up appointments or connect patients with ancillary departments such as physical therapy and MRI.
Answer telephone calls professionally, respond to questions within scope, route calls, and take messages as needed.
Handle correspondence within 24 hours of receipt and respond to email communications within the appropriate timeframe.
Assist patients with ambulatory difficulties and support other team members in de-escalating interactions with upset or irate patients.
Follow procedures for medical-record requests and Disability/FMLA paperwork.
Collect payments when needed, document requests in patient charts, batch out accurately at the end of each shift, and ensure payments balance.
Complete assigned paperwork and escalate discrepancies to the office manager.
Maintain an organized workspace and stock supplies in the lobby, front desk, pod workspaces, and exam rooms.
Prepare schedules by obtaining referrals, confirming coverage, checking for potential appointment issues, and contacting patients when needed.
Print front sheets, last notes, and other requested documentation for the physician team.
Attend meetings and participate in office activities, team-building exercises, and special projects as required.
Exemplify the organization's culture and values in all interactions.
Clean and autoclave instruments using proper sterile technique.
Record vitals and medical history in patient charts in accordance with MIPS guidelines; scan pertinent documents into charts and request and make available reports and images from outside facilities.
Load or import pertinent studies for physicians and prepare for injection and aspiration procedures.
Dispose of biohazardous waste in accordance with OSHA regulations and replace full sharps containers.
Bring patients back to see physicians efficiently and assist with clothing and preparation of the body area to be examined.
Empty and restock laundry.
Complete pre-certifications and authorizations for imaging studies and injectable medications, submitting authorization requests to centralized departments when applicable.
Provide follow-up care and instructions at the conclusion of patient appointments.
Apply or remove casts and splints.
Make orthotic devices by bending, forming, and shaping materials to prescribed specifications; fit, test, and evaluate devices on patients and make adjustments for fit, function, and comfort.
Handle specimens, including urine, blood, incision drainage, and aspirated fluids; label specimens and follow provider orders to send them to the appropriate laboratory for analysis.
Identify the weekly schedule, including schedule changes published by the manager.