Clinical Specialist

Healthcare Outcomes Performance Company•Watertown, WI

About The Position

The Clinical Specialist supports patient coordination, clinic preparation, documentation, and administrative operations. The role facilitates communication between patients and providers, prepares patients and electronic charts for appointments, ensures relevant records are available, and supports patient flow and follow-up. It also maintains EMR documentation and work queues, processes administrative requests, supports organizational initiatives, and helps keep clinic spaces and supplies ready for operations. The position requires maintaining patient confidentiality and compliance with HIPAA and organizational policies, providing a professional and welcoming patient experience, and adhering to HOPCo’s Mission, Vision, and Values. Responsibilities and working conditions may change as organizational needs evolve.

Requirements

High school diploma or equivalent.
Experience in customer service, healthcare support, a medical office, clinic operations, or administration.
Knowledge of healthcare office operations and patient service practices.
Knowledge of HIPAA and patient confidentiality requirements.
General understanding of medical terminology.
Knowledge of electronic medical record systems and documentation practices.
Strong customer service and patient relations skills.
Effective verbal and written communication skills.
Organizational and time-management skills.
Attention to detail and accuracy.
Ability to prioritize multiple tasks in a fast-paced environment.
Problem-solving skills.
Proficiency in computer applications and EMR systems.
Ability to maintain professionalism with patients, providers, coworkers, and the public.
Ability to work independently and as part of a team.
Ability to adapt to changing priorities and business needs.
Ability to maintain confidentiality of sensitive information.
Ability to provide exceptional service and support to patients and colleagues.

Nice To Haves

Associate degree, healthcare administration coursework, or relevant healthcare support training.
Experience working in a medical practice, physician office, ambulatory clinic, or healthcare setting.
Experience with electronic medical records (EMR).

Responsibilities

Facilitate communication between patients and providers and share pertinent non-clinical information with providers.
Receive and carry out administrative directives from providers and clinic leadership.
Greet and prepare patients for visits by reviewing intake information and ensuring required documentation is complete.
Assist with patient flow throughout the clinic.
Ensure patients receive provider-directed educational materials and follow-up instructions.
Prepare electronic patient charts before scheduled visits.
Verify that required records, imaging, reports, and documentation are available in the EMR before appointments.
Identify and communicate missing documentation or records to appropriate staff.
Scan and index documents into the electronic medical record.
Perform accurate data entry and documentation within established guidelines.
Print and prepare clinic schedules and provider support materials.
Retrieve and respond to voicemail messages within established service standards and document actions in the EMR.
Assist with completion and processing of patient forms, work status documentation, FMLA paperwork, and other administrative requests.
Support quality initiatives, patient-reported outcome programs, and other organizational projects as assigned.
Manage assigned EMR work queues and provider desktops in a timely manner.
Maintain confidentiality and comply with HIPAA and organizational policies.
Maintain exam room and clinic supply standards, restock supplies, and assist with inventory monitoring.
Maintain clean and organized workspaces and patient areas.
Coordinate equipment and room readiness for clinic operations.
Promote a positive, professional, and welcoming patient experience.
Demonstrate current competencies for the position and acknowledge and adhere to HOPCo’s Mission, Vision, and Values.