Clinical Operations Specialist, Medical Assistant

Rothman Orthopaedics•Concord Township, PA

5d•$17 - $24•Onsite

About The Position

Rothman Orthopaedics is hiring a full-time Clinical Operations Specialist to work as a Medical Assistant based in its Glen Mills, Pennsylvania office. The role requires travel to offices within the region for coverage purposes, and schedule flexibility and regular travel are inherent in this operational support position. The stated schedule is Monday, Tuesday, Thursday, and Friday, with an eight-hour shift that varies between 7 a.m. and 5 p.m.; Wednesday, Saturday, and Sunday are off. The position has a 32-hour work week and is still considered full-time. The Clinical Operations Specialist provides a blend of clinical and operational support. Clinical duties may include working as a Medical Assistant, Non-Surgical Clinical Assistant, or another applicable clinical role to support patient flow and clinical and administrative functions. Operational duties may include serving 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 serves as a liaison between patients and medical staff. The position is accountable for patient satisfaction, schedule preparation, timely responses to messages, pre-certifications and authorizations, compliance with clinical policies and documentation standards, accurate copay collection and referral capture, efficient recording of demographic and insurance information, time management, independent problem-solving, reliability, and punctuality. Duties include patient reception and check-in; maintaining patient flow; recording and verifying demographic, insurance, referral, arrival, and payment information; addressing billing-related errors and ensuring referrals are documented; making follow-up appointments and coordinating with ancillary departments; answering calls and handling correspondence; collecting and balancing payments; completing paperwork; supporting patients and coworkers; maintaining and stocking work areas; preparing schedules and documentation; and participating in meetings and office activities. Clinical responsibilities include cleaning and autoclaving instruments, recording vitals and medical history, scanning documents, obtaining outside reports and images, preparing patients and procedures, disposing of biohazardous waste, restocking laundry, completing authorizations, providing follow-up instructions, applying or removing casts and splints, making and fitting orthotic devices, and handling and labeling specimens according to provider orders for laboratory analysis.

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.

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, removal of sutures and staples, and knowledge of OSHA regulations.

Responsibilities

Greet patients and visitors promptly and courteously.
Maintain patient flow from the waiting room to exam rooms and discharge, and direct patients to surgery scheduling or the exit as appropriate.
Check patients in and enter, verify, and update 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, added to the patient chart, and attached as required.
Make follow-up appointments or liaise with appropriate ancillary departments, including physical therapy and MRI.
Answer and route telephone calls, answer questions within the role's scope, 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 patients with clothing and preparing the body area for examination.
Follow procedures for medical-record and Disability/FMLA paperwork requests.
Collect and document payments, batch payments at the end of the shift, balance payments, and escalate discrepancies to the office manager.
Support team members with upset or irate patients by helping de-escalate situations.
Keep workspaces neat and organized and stock supplies in the lobby, front desk, pod workspaces, and exam rooms.
Prepare schedules by obtaining referrals, confirming coverage, and checking for potential appointment issues; contact patients before appointments when needed.
Print front sheets, prior notes, and other requested physician-team documentation.
Attend meetings and participate in office activities, team-building exercises, and special projects as required.
Clean and autoclave instruments using proper sterile technique.
Record vitals and medical history in patient charts in accordance with MIPS guidelines, scan pertinent documents, and obtain and record vitals.
Request and make reports and images from outside facilities available; pull up, load, or import pertinent studies for physicians.
Prepare for injection and aspiration procedures and dispose of biohazardous waste in accordance with OSHA regulations; replace full sharps containers.
Bring patients to see the physician efficiently and provide follow-up care and instructions at the conclusion of appointments.
Empty and restock laundry.
Complete pre-certifications and authorizations for imaging studies and injectable medications, and submit authorization requests to centralized departments when applicable.
Apply or remove casts and splints.
Make orthotic devices by bending, forming, and shaping materials to prescribed specifications; fit, test, and evaluate devices and adjust them for fit, function, and comfort.
Handle and label specimens, including urine, blood, incision drainage, and aspirated fluids; follow provider orders to send specimens to the appropriate laboratory.
Exemplify the organization's culture and values in all interactions.