Clinic Operations Specialist

Baylor St. Luke's Medical Group; Los Angeles (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

California Hospital Medical Center is seeking a Clinic Operations Specialist to ensure efficient daily clinic operations, including pre-registration in MS4, accurate patient status verification, new and established patient accounts, and seamless check-in/check-out processes while also handling payments and receipts.

In this fast-paced role you will collaborate with clinicians and administration to maintain smooth patient flow, log all transactions in the EHR, uphold regulatory requirements

Qualifications

• 1-3 years of office administrative experience in a physician-based practice.
• Experience communicating with individuals from diverse backgrounds.
• Fire safety training within 90 days.

Responsibilities

• Pre-register and complete registration in MS4 per policy.
• Check-in/check-out patients and collect payments with receipts.
• Log all transactions and maintain accurate EHR/MS4 records.
• Collaborate with clinicians and administration to ensure smooth patient flow.

Skills

Office administration

Communication

Customer service

Education

Bachelor's degree (BA) in business or healthcare administration

Job description

Job Summary and Responsibilities

As a Clinic Operations Specialist, you are expected to perform duties in alignment with the mission and policies of the organization, and in compliance with the performance improvement plan, JCAHO, and other licensing, accrediting and regulatory agencies. You are responsible for accurate pre-registration and completion of registration in MedSeries 4 (MS4) according to policies, guidelines, and training.

Every day, you will utilize MS4 as the primary source to confirm patient status (New or Established), ensuring accurate identification and avoiding duplicate records. You will create accounts in MS4 for new and established patients. You are responsible for patient check-in (greeting, inquiring about issues) and check-out (inquring about visit, resolving concerns, scheduling follow-up, validating parking). You will collect co-pays, co-insurance, deductibles, and self-pay, issuing printed receipts. You are responsible for logging all collections, updating electronic systems, and ensuring smooth office flow with minimal waits/delays. You will also collaborate with clinicians and administration to ensure timely patient care.

To be successful in your role, you will meticulously manage all aspects of clinic operations, from patient pre-registration and check-in/check-out to appointment scheduling and financial transactions, ensuring seamless patient flow and a positive experience. You will demonstrate exceptional proficiency in utilizing electronic health record systems (MS4, EHR), maintaining strict compliance with regulatory guidelines (JCAHO), and collaborating effectively with clinical and administrative teams to uphold high-quality standards of care and optimize operational efficiency in a fast-paced environment. Some essential job skills, competency/critical elements assessment criteria standards are as follows:

• Demonstrates adherence to the Standards of Conduct Requirements. Completes and turns in the SOC acknowledgement card. Fulfills compliance education requirements as directed by the Compliance Department or Department Management. Completes all department competencies as requested and remains current with CHW mandated competencies.
• Reviews and adheres to departmental and organizational policies, procedures and guidelines.
• Consistently greets all patients, customers and visitors in a warm, friendly, pleasant and professional manner; making direct eye contact and introducing one's self by name. Ensures that each person receives personable and undivided attention. Consistently answers all calls with a warm, enthusiastic smile in your voice. Responsible for answering calls and triaging appropriately and routing the caller to the correct staff member. Will ensure no caller is placed on hold without first confirming that the caller has no objections. (Indicate the expected wait time and follow-through). If a patients request to speak with a specific member of staff, the preferred expectation is triaging with a warm transfer to connect the caller to avoid a patient being sent to voicemail (unless the caller requests). If a patient prefers to leave a message, the expectation is that a concise detailed message is taken indicating the action required and by when.
• Encourage patients to provide feedback at each encounter to facilitate performance improvement and quality rapid improvement initiatives as needed.
• Responsible for accurate pre-registration 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.

Job Requirements

Required

• 1-3 years 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 socioeconomic and ethnic backgrounds and at various organizational levels, using appropriate vocabulary and grammar in order to convey information.
• Fire Safety within 90 Days

Preferred

• Bachelors of Arts in business or healthcare administration.

Where You'll Work

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 100,000 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. One Community. One Mission. One California