Clinic Ops Specialist

The Clinic Operations Specialist plays a crucial role in ensuring our clinic runs smoothly, efficiently, and compliantly, always upholding our organizational mission and values. This position is vital for patient experience, administrative accuracy, and maintaining a high standard of care in a fast-paced environment.

Patient Experience & Service:

• Warm Welcome: Greet all patients, customers, and visitors with a friendly smile, direct eye contact, using their name, and introducing yourself. Ensure each person receives undivided attention.
• Check-in: Guide patients through the check-in process, asking about their journey to the clinic.
• Financials: Accurately collect co-pays, co-insurance, deductibles, and self-pay amounts for both facility and professional services, providing printed receipts.
• Checkout & Scheduling: Warmly check out patients, ask about their visit, resolve any concerns, schedule future appointments (EHR), and validate parking.
• Phone Etiquette: Answer calls promptly and professionally with a "smile in your voice." Triage calls, transfer them warmly to the correct staff, and avoid placing callers on hold without consent and estimated wait times. If a message is preferred, take a clear, detailed message with required action and deadline.
• Feedback: Encourage patient feedback to support ongoing performance and quality improvements.
• Office Environment: Keep the reception area neat, tidy, and ensure refreshments are available for patients throughout the day.

Administrative & Operational Excellence:

• Patient Registration (MS4):
  • Accurately pre-register and complete patient registrations in MedSeries 4 (MS4) according to current policies and training.
  • Consistently use MS4 to verify if a patient is new or established at California Hospital Medical Center (CHMC).
  • Ensure accurate patient identification in MS4 to prevent duplicate medical record numbers.
  • Create accounts for new and established patients in MS4.
• Record Management: Organize and scan paper medical records into the appropriate locations within the Electronic Healthcare Record (EHR).
• Scheduling & Preparation:
  • Review the clinic schedule in advance.
  • Contact patients to remind them of appointments, assist with registration, and reschedule as needed.
  • Prepare patient records for the next business day, ensuring all necessary medical records, lab results, etc., are available. Follow up with patients or primary care doctors as needed.
• Payment Logging: Accurately log all collections and update specified electronic systems.
• Workflow Management: Ensure smooth office operations to minimize waits and delays for patients.
• Team Collaboration: Work closely with clinicians and administrative staff to ensure patients are seen in a timely manner.

Compliance & Professionalism:

• Organizational Alignment: Perform all duties in line with the organization's mission, policies, and performance improvement plan.
• Regulatory Adherence: Comply with JCAHO and all other licensing, accrediting, and regulatory agency requirements.
• Conduct Standards: Adhere to all Standards of Conduct Requirements, including completing the acknowledgement card and required compliance education.
• Policy Review: Regularly review and adhere to departmental and organizational policies, procedures, and guidelines.
• Continuous Learning: Complete all departmental and mandated CHW competencies on time.

• A minimum of 2 years progressively responsible office administrative experience in a physician-based practice.
• Experience communicating with individuals on a one-on-one basis from a variety of socio economic and ethnic backgrounds and at various organizational levels, using appropriate vocabulary and grammar in order to convey information., upon hire
• Fire Safety, within 90 Days
• Payment Card Industry Data Security Standards (PCI-DSS) training within 15 days of hire

Founded in 1887, Dignity Health - California Hospital Medical Center is a 318-bed, acute care, nonprofit hospital located in downtown Los Angeles. The hospital offers a full complement of services including a Level II trauma center, the Los Angeles Center for Womens Health, obstetrics and pediatric services, and comprehensive cardiac and surgical services. The hospital shares a legacy of humankindness with Dignity Health, one of the nations five largest health care systems. Visit here https://www.dignityhealth.org/socal/locations/californiahospital for more information.

One Community. One Mission. One California