Clinical Office Coordinator

University of Southern California; Los Angeles, Northern (CA, KY); On-site; USD 39,000 - 48,000; Full time

Job summary

The University of Southern California's Department of Neurology is seeking a Clinical Office Coordinator to act as a Patient Navigator and to coordinate day-to-day clinical operations within the Headache division. The role emphasizes strong communication, independent work, and collaboration with a multidisciplinary team.

On-site position at USC Health Science Campus in Los Angeles, CA, with responsibilities spanning scheduling, referrals, chart processing, and administrative support to faculty

Qualifications

• Must be able to provide a Medical Certification.
• Highly communicative, detail-oriented, and capable of working well independently and as part of a collaborative clinical team.
• This is an on-site role reporting to USC Health Science Campus in Los Angeles, CA.
• Hourly budgeted range of $28.18–$35.12.

Responsibilities

• Schedule patient appointments including in-person and telemedicine visits.
• Process referrals and coordinate cross-disciplinary care across internal and external referrals.
• Enter, manage, and track clinical orders (labs, imaging) for timely patient care.
• Prepare patient charts for new visits with complete records and forms.
• Collaborate with a multi-disciplinary clinical team to optimize patient outcomes.
• Provide administrative support to faculty and senior clinical leaders, coordinating meetings and prioritizing tasks.
• Coordinate department and cross-functional meetings and distribute materials.
• Maintain confidential correspondence and information with discretion.
• Maintain general office operations including filing, organizing, and archiving information.

Skills

Medical Certification

Education

Bachelor’s degree

Job description

USC’s Department of Neurology is now hiring a Clinical Office Coordinator to join its team. The Clinical Office Coordinator will be responsible for maintaining day-to-day clinical operational processes and systems that support the faculty and clinical leaders within the division of Headache. Crucially, this role also serves as a Patient Navigator, ensuring a seamless, supported experience for patients receiving care. We are seeking a highly communicative and detail-oriented individual who can work effectively both independently and with a multi-disciplinary team.

Requirements

• Must be able to provide a Medical Certification.
• Highly communicative, detail-oriented, and capable of working well independently and as part of a collaborative clinical team.
• The candidate must follow established USC and departmental policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the Workplace Code of Conduct and Compliance Plan. This position is on-site and employee must report to work at the USC Health Science Campus in Los Angeles, CA when scheduled. Work hours may be subject to change depending on business needs.
• The hourly budgeted range for this position is $28.18 - $35.12. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Primary Responsibilities:

Patient Navigation & Clinical Coordination

• Patient Scheduling: Schedules and coordinates all patient appointments, including seamless integration of both in-person and telemedicine visits.
• Referral Management: Processes referrals and acts as a dedicated patient navigator to coordinate comprehensive care across multiple internal and external specialist referrals.
• Order Processing: Enters, manages, and tracks clinical orders, including laboratory tests and diagnostic imaging, to ensure timely patient care.
• Chart Preparation: Diligently prepares patient charts for new patient visits, ensuring all necessary medical records, imaging, and intake forms are gathered and organized prior to the provider encounter.
• Multi-Disciplinary Collaboration: Demonstrates the ability to work effectively alongside a multi-disciplinary clinical team to ensure optimal patient outcomes.

Administrative & Executive Support:

• Schedule Management: Provides a high level of administrative support to faculty and senior clinical leaders, including coordinating meetings with key stakeholders and making schedule changes. Often makes independent decisions regarding competing interests that must be quickly and thoughtfully prioritized.
• Task & Project Management: Assists with various ongoing tasks and departmental projects in a fast-paced environment. Effectively organizes daily assignments, asks questions when guidance is needed, and tracks details to ensure assigned tasks are completed accurately and on time as new needs emerge.
• Meeting Coordination: Schedules and coordinates various departmental and cross-functional meetings, ensuring calendar alignment and distributing materials in advance. Participates as part of a team in planning and executing department and divisional meetings.
• Correspondence & Communication: Creates, routes, and processes written and verbal correspondence while exercising a high degree of discretion and confidentiality. Ensures urgent and priority matters are communicated to faculty and management in a timely manner.
• General Office Operations: Implements systems to file, organize, and archive information. Provides general support including fielding telephone calls, receiving visitors, word processing, creating spreadsheets and presentations, processing expense reports, and maintaining electronic and hard copy filing systems.

Follows established USC and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.

This position is on-site. Work hours and remote days may be subject to change depending on business needs.

The hourly rate for this position is $28.18 - $ 35.12. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations

Minimum Education: Bachelor’s degree; Combined experience/education as substitute form minimum education Minimum Experience: 2 years Minimum Field of Expertise: Two years’ experience in an office setting. Experience with billing and compliance. Familiarity with clinical operations. Proven ability to practice discretion with confidential information. Research skills. Excellent written and oral communication skills.