Clinical Operations Specialist, Medical Assistant

Rothman Orthopaedics; West Chester (Chester County); On-site; USD 23,419 - 33,062; Full time

Benefits offered by this job

Comprehensive health and dental benefits

Tuition reimbursement

Paid time off

Retirement savings plans

Job summary

Rothman Orthopaedics is hiring a Clinical Operations Specialist in Chester County, PA to provide clinical and operational support in a busy medical office. The role involves various tasks such as patient interaction, administrative duties, and ensuring compliance with clinical standards.

The ideal candidate will have a High School diploma and experience in a medical environment, with skills in medical office procedures and patient care. Competitive pay and benefits are offered, including health insurance and paid time off.

Qualifications

• Minimum 1 year experience in a medical office environment.
• Proficiency in medical terminology and procedures.
• Experience with EMR preferred.

Responsibilities

• Ensure smooth patient flow and perform clinical duties.
• Manage insurance and referral processes.
• Record patient vitals and medical history.

Skills

Medical office procedures

Customer service

Phlebotomy

Scheduling and billing systems

Basic medical assistant skills

Education

High School Diploma or GED

Active National Medical Assistant Certification

Current CPR certification

Tools

MS Office Suite

Job description

Job Summary

The Clinical Operations Specialist provides a blend of clinical and operations support to the office. Clinically, the COS will function as a Medical Assistant, Non‑Surgical Clinical Assistant, or any other applicable clinical role as needed. In this capacity they will ensure the smooth flow of patients during office hours and support a variety of clinical and administrative functions. Operationally, the COS will serve as a Front Desk Receptionist or Front Desk Therapy Receptionist, greeting, checking in, verifying insurance, obtaining insurance referrals, and other applicable administrative tasks. The COS serves as a liaison between the patient and the medical staff in the office. The role is designed to meet the operational needs of the office, requiring regular travel and schedule flexibility.

Key Accountabilities

• Excellence in patient satisfaction, compliance with schedule prepping, responsiveness to voicemails, emails, and clinical messages.
• Timeliness with pre‑certifications and authorizations, compliance with all clinical policies and procedures.
• Adherence to documentation standards and accurate collection of copays and referrals.
• Efficient documentation of demographic and insurance information, obtaining referrals, and excellence in time management.
• Independent problem solving ability, reliability, and punctuality.

Essential Duties

• Greet patients and visitors promptly, courteous, and helpful; maintain flow of patients from waiting room to exam room to discharge.
• Demonstrate commitment to delivering unsurpassed service and quality patient care recognized by Patients, Physicians, Clinical Teams, and Peers.
• Check patients in by entering, verifying, and updating demographic and insurance information; record arrival times, referral information, and payment information.
• Ensure RCM Console and Ready to Bill errors are addressed daily for timely claims submission; ensure referrals are received and attached.
• Make follow‑up appointments or act as liaison to ancillary departments such as physical therapy and MRI.
• Answer telephone calls in a friendly and professional manner; forward or take messages as needed; handle correspondence within 24 hours of reception.
• Assist patients with ambulatory difficulties, medical record requests, and Disability/FMLA paperwork; take payment when necessary.
• Accurately batch out at end of shift, ensuring all payments balance; complete assigned paperwork and raise discrepancies to the office manager.
• Assist team members with upset patients by deescalating the situation and providing support.
• Maintain workspace neat and organized; stock supplies in lobby, front desk, pod workspaces, and exam rooms.
• Prep the schedule by obtaining referrals, confirming coverage status, and checking for potential issues prior to patient appointments; contact patients when required.
• Print front sheets, last notes, and other requested documentation for the physician team.
• Attend meetings, participate in office activities, team‑building exercises, or special projects as required; exemplify the culture and values of the organization.
• Clean and autoclave instruments using proper sterile technique.
• Record vitals and medical history in the patient chart per MIPS guidelines; scan pertinent documents into the chart; request and retrieve reports and images from outside facilities.
• Pull up/load/import pertinent studies; prepare for injection and aspiration procedures; dispose of biohazardous waste in accordance with OSHA regulations; replace sharps containers when full.
• Assist patients with clothing and body area preparation; empty and restock laundry.
• Complete pre‑certifications and authorizations for imaging studies and injectable medications; submit requests for authorizations to centralized departments.
• Apply or remove casts/splints; make orthotic devices by bending and shaping materials; fit, test, and evaluate devices for proper fit and comfort.
• Respond to email communications within appropriate time frame; identify weekly schedule changes published by manager.
• Handle specimens and label accordingly; follow provider instructions to send specimens to the appropriate lab for analysis.

Qualifications

• High School Diploma or GED minimum.
• Active National Medical Assistant Certification preferred, but not required.
• Current CPR certification required.
• Minimum (1) year in a medical office environment.
• Proficiency in medical office procedures and terminology.
• Computer skills, including MS Office Suite.
• Experience with scheduling and billing systems and EMR preferred.
• Basic medical assistant skills: phlebotomy, handling body fluid samples, removal of sutures and staples, and OSHA regulations preferred.

Pay Range

$17.00/hr - $24.00/hr

Our Commitment to Employees

Come work at Rothman Orthopaedics! Our employees are our single greatest asset, and we strive to provide a professional, nurturing environment where every member of our team can make a meaningful difference. We have earned distinction as a Top Workplace in Philadelphia by the Philadelphia Inquirer year after year. Our employees enjoy competitive pay, comprehensive health and dental benefits, tuition reimbursement, paid time off, and retirement savings plans.

Equal Opportunity Employer Statement

Rothman Orthopaedics is an Equal Opportunity employer committed to providing opportunities to all qualified applicants without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. We value developing an inclusive and equitable environment that strengthens our organization and attracts and retains a diverse workforce representative of our patients and community. We model our values by creating and enacting practices that encourage participation from all backgrounds, perspectives, and experiences.

COVID‑19 Policy

As a condition of employment, receipt of COVID‑19 vaccination is required. Rothman Orthopaedics is an Equal Opportunity Employer and will consider reasonable accommodations.