Clinical Operations Specialist, Medical Assistant

Rothman Orthopaedics•Malvern, PA

11h•Onsite

About The Position

Rothman Orthopaedics is hiring a full-time Clinical Operations Specialist, functioning as a Medical Assistant, for its Malvern, Pennsylvania office. The position requires travel to the West Chester office as needed for coverage. The regular schedule is Monday through Friday, 7:30 a.m. to 4:30 p.m.; schedule flexibility and regular travel are inherent to this operational support role. The specialist combines clinical and administrative support. In clinical duties, the specialist may work as a Medical Assistant, Non-Surgical Clinical Assistant, or in another applicable clinical role, helping maintain patient flow and supporting patient care. In operational duties, the specialist may serve as a Front Desk Receptionist or Front Desk Therapy Receptionist, greeting and checking in patients, verifying insurance, obtaining referrals, and performing other administrative tasks. The position serves as a liaison between patients and medical staff and is intended to meet the office’s operational needs. The role supports patient satisfaction, accurate and timely documentation, schedule preparation, communications, referrals, authorizations, payments, and compliance with clinical policies and procedures. Duties also include assisting with clinical procedures and patient preparation, handling specimens, maintaining supplies and work areas, and providing follow-up instructions. Reliability and punctuality are vital.

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.
Ability to travel to the West Chester office as needed for coverage and to accommodate schedule flexibility.

Nice To Haves

Active National Medical Assistant Certification; preferred but not required.
Experience with scheduling and billing systems and electronic medical records (EMR).
Basic medical assistant skills, including phlebotomy, handling body-fluid samples, removing sutures and staples, and knowledge of OSHA regulations.

Responsibilities

Greet patients and visitors promptly and courteously, and support patient flow from the waiting room through examination and discharge.
Check patients in and enter, verify, and update demographic, insurance, arrival, referral, and payment information.
Address RCM Console and Ready to Bill errors daily and ensure referrals are received, added to patient charts, and attached.
Schedule follow-up appointments or connect patients with appropriate ancillary departments, such as physical therapy and MRI.
Answer and route telephone calls, take messages, respond to correspondence within 24 hours, and read and respond to email within the appropriate timeframe.
Collect and document payments, batch payments accurately at the end of the shift, balance them, complete assigned paperwork, and escalate discrepancies to the office manager.
Assist patients with ambulatory difficulties and support team members in de-escalating interactions with upset or irate patients.
Process requests for medical records and Disability/FMLA paperwork.
Prepare schedules by obtaining referrals, confirming coverage, identifying potential appointment issues, contacting patients when needed, and printing requested documentation for physicians.
Attend meetings and participate in office activities, team-building exercises, and special projects as required; exemplify the organization’s culture and values.
Maintain an organized workspace and stock supplies in the lobby, front desk, pod workspaces, and exam rooms; empty and restock laundry.
Clean and autoclave instruments using proper sterile technique, dispose of biohazardous waste in accordance with OSHA regulations, and replace full sharps containers.
Record patient vitals and medical history in the chart in accordance with MIPS guidelines; scan pertinent documents and obtain and record vitals.
Request and make available reports and images from outside facilities, and load or import pertinent studies for physicians.
Prepare patients for examination and injection or aspiration procedures; assist with clothing and preparation of the body area to be examined.
Provide follow-up care and instructions to patients at the conclusion of appointments.
Apply or remove casts and splints; make orthotic devices to prescribed specifications, fit and evaluate them on patients, and adjust them for fit, function, and comfort.
Handle and appropriately label specimens, including urine, blood, incision drainage, and aspirated fluids, and follow provider orders for submission to the appropriate laboratory.
Complete pre-certifications and authorizations for imaging studies and injectable medications, submitting requests to centralized departments when applicable.