Clinic Operations Specialist

The Clinic Operations Specialist is expected to perform duties in alignment with the mission and policies of the organization. Performs duties in support of and in compliance with the performance improvement plan, JCAHO and other licensing, accrediting and regulatory agencies. Responsible for accurate preregistration and completion of registration in MedSeries 4 (MS4) in line with current policy and procedures, guidelines and training. Will consistently utilize MS4 as the primary source verification system to confirm if a patient is a "New" or an "Established" patient at California Hospital Medical Center (CHMC). Ensure patients are accurately identified in MS4 to avoid the creation of a duplicate medical record number. Creates accounts for new and established patients in MS4.

Responsibilities for patient check in includes; greets patient with a smile, by name, makes direct eye contact and introduces one's self. Thanks the patient for coming and asks if there were any issues in getting here both for Facility and Professional services. Collects co-pays, co-insurance, deductibles, and self-pay. Issues a printed receipt for both facility and professional services. Responsible for patient check out; greets patient with a smile, by name, makes direct eye contact. Asks if the visit went ok and resolves concerns if problems arise. Schedules subsequent appointments as appropriate in the electronic healthcare record ("EHR") appointment scheduling system, thanks the patient for coming, and validates parking. Responsible for logging all collections and updating specified electronic systems. Responsible for smooth office flow ensuring waits and delays are kept to a minimum. Works collaboratively with the clinicians and administrative team to ensure patients are seen in a timely manner. Organizes and scans paper medical records into approved locations in the EHR. Responsible for ensuring the reception area is kept neat and tidy at all times throughout the day. Ensures availability and provision of refreshments for patients. Preps and reviews patients' records for the next business day ensuring any required medical records, labs etc. are available; will follow up with patients and/or primary care doctors' offices as needed. Responsible for reviewing the clinic schedule in advance and contacting patients to remind on appointments; complete registration and rescheduling appointments as needed. Demonstrates ability to multitask efficiently while working in a faced-paced open environment.

• A minimum of 2 years progressively responsible office administrative experience in a physician-based practice.
• Knowledge of CPT and ICD-9 preferred
• BA in business or health administration preferred.
• Must complete/pass LACWH Customer Services training with 30 days of start date.
• Within 15 Days Of Hire: Payment Card Industry Data Security Standards (PCI-DSS). Annual Update Required. 
• Experience communicating with individuals successfully on a one-on-one basis from a variety of socioeconomic and ethnic backgrounds and at various organizational levels, using appropriate vocabulary and grammar in order to convey information.
• Must demonstrate excellent interpersonal communication skills to establish and maintain a professional, warm and friendly greeting to all our customers.
• Strong customer service phone skills and in-person, and ability to successfully communicate with emotionally stressed individuals in a clear, tactful and supportive manner.
• Demonstrated written communication skills with the ability to edit/proofread written materials to ensure vocabulary, punctuation and grammar are correct.
• Excellent typing/keyboarding skills and experience with various computer applications,  including both MS Office and Google Workspace.
• Able to use general office equipment; fax, machine, scanner, copier and calculator, computer and phone.
• Capable of working productively and in a positive, pleasant & professional manner with many interruptions and changes with daily priorities.
• Skill in working independently and completing all assignments in a timely manner; organized and methodical.

Founded in 1887, Dignity Health - California Hospital Medical Center is a 318-bed, acute care, nonprofit hospital located in downtown Los Angeles, California. Serving over 70,000 patients annually, the hospital offers a full complement of services including a Level II Trauma Center, Level III NICU, heart care, women’s health, and a family birth center. In 2025, we opened our new patient tower, Grand Tower, featuring a dramatically expanded Emergency Department and Family Birth Center that will increase patient comfort and privacy.

Additionally, California Hospital Medical Center has been recognized as an LGBTQ+ Healthcare Equality Leader by the Human Rights Campaign Foundation. It is a Joint Commission-certified Primary Stroke Center, and recently was awarded the AMA/ASA’s Get the Guidelines - Stroke Gold Plus Quality Achievement, recognizing the hospital’s commitment to providing the best stroke care.

California Hospital Medical Center shares a legacy of humankindness with Dignity Health and CommonSpirit Health, one of the nation’s largest health care systems, dedicated to providing compassionate, high-quality, and affordable patient-centered care. Visit https://www.dignityhealth.org/socal/locations/californiahospital for more information.  

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S. from clinics and hospitals to home-based care and virtual care services CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.

One Community. One Mission. One California