Clinical Services Coordinator

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Tuition assistance

Comprehensive benefits package

Job summary

Penn Medicine is a leading academic medical center dedicated to patient care, research, and education. The Clinical Services Coordinator (CSC) assists managers and physicians, oversees daily scheduling for an assigned area, and serves as the EMR expert, ensuring daily performance expectations are met while maintaining a patient-centered focus.

The CSC performs Medical Assistant duties, rooming patients, obtaining vitals, assisting with procedures, and supporting PSA responsibilities.

Qualifications

• High School Diploma or GED required.
• Completion of an accredited Medical Assistant program or higher; CMA/RMA preferred.
• 3+ years medical office experience is preferred; advanced degree may be considered.

Responsibilities

• Room patients promptly and document vitals in EMR.
• Manage daily scheduling and operations for the assigned area.
• Provide patient care coordination and assist with PSA responsibilities as needed.
• Perform EKGs and outpatient screening tests per orders.
• Maintain inventory, equipment, and sterile technique per protocol.

Skills

Medical Assistant

EMR proficiency

Patient care

Communication

Education

High School Diploma

Medical Assistant certificate or CMA/RMA

Associate/Bachelor degree optional

Tools

EMR software

EKG

Job description

Description Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines. Employees shape our future each day. Are you living your life's work?

Entity Clinical Care Associates / Penn Primary Care (PPC) and Penn Specialty Practices (PSP)

Department LUDMIR CTR for Women’s Health

Location Pennsylvania Hospital – 700 Spruce Street

Hours Full Time – per departmental needs

Summary

The Clinical Services Coordinator (CSC) assists the manager and/or physicians in maintaining a patient/customer focus, supports the delivery of high-quality care, shares a passion for patient and customer centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets. In addition to performing duties as a Medical Assistant (rooming patients, taking/recording vitals, performing tests/procedures), the CSC will be expected to oversee the daily schedule and operations of an assigned area/group. The CSC may also be required to perform PSA responsibilities. The CSC serves as the EMR expert and the liaison between staff and Managers/Physicians to ensure daily performance expectations are communicated and met. In the absence of the manager, the CSC may take on additional responsibilities.

Responsibilities

• Ensure compliance with federal, state, and local regulatory standards (OSHA, TJC, DOH, FDA, HIPAA). Oversee POCT process ensuring accuracy and compliance. Report and act upon equipment/instrument malfunctions.
• Manage day‑to‑day planning, operations, and problem solving for assigned areas—ensure daily schedule, staffing, and performance metrics are met and changes are communicated.
• Monitor and coach real‑time performance against pre‑established expectations and metrics. May gather information for performance reviews.
• Act as communication link between the group and management, disseminate information back up and forward. Work with manager and providers to establish, implement, and maintain practice policies, procedures, and efficient systems that support daily operations.
• Assist staff in resolving difficult patient situations or complaints. Participate in the interviewing process and oversee training of new hires.

Medical Assistant Accountabilities

Promptly room patients, use EMR to alert provider when the patient is ready: review past medical, surgical, family, smoking history, allergies, medications. Note corrections in EMR, note medication refills needed for the physician to review, initiate self‑management goal setting where appropriate. Obtain vital signs and document in EMR, prepare chart for patient visit, understand insurance restrictions for lab work, referral needs, precertification requirements. Observe patient condition and communicate abnormal data or changes to provider. Assist patients with walking, transfers, dressing, preparing for exam; remain in exam room when necessary. Perform specimen management: obtain specimens, perform laboratory and screening tests, record results in EMR, reconcile logs, report findings to providers, perform quality controls per POCT guidelines, prepare specimens for transport. Perform EKGs and other outpatient screening tests per MD order after properly preparing patient. Assist with minor surgical procedures, hand instruments, maintain sterile field, position patients, function as witness for procedural consents if required. Respond appropriately to emergency/code situations. Demonstrate competence in observation, treatment, and care of patients from neonate to geriatric. Provide proactive telephonic patient care—care coordination with specialists, ancillary services, hospitals, labs, home care agencies. Obtain and scan documents as appropriate for visit (test results, faxes, reports, notes, referrals). Complete medical forms and other clinical requests. Prepare and send patient correspondence. Keep patient care areas neat, orderly, well stocked, properly prepared. Clean, disinfect, and sterilize instruments and equipment per protocols; verify working order. Set up equipment and instruments per protocol. Maintain temperature log for refrigerator or room temperature, perform medication storage closet inventory and security, check expiration dates, remove outdated items, perform daily code/crash cart checks as assigned.

Credentials

• Basic Cardiac Life Support (Required)
• CMA or RMA (Required)
• MA Certification (required within 90 days of hire; must successfully complete and pass EMR training/tests)

Education or Equivalent Experience

• High School Diploma or GED (Required)
• At least 3 years medical office experience required; advanced degree may be considered in lieu of experience.
• Completion of an accredited Medical Assistant program or higher level equivalent; or 7+ years experience as an MA may be considered in lieu of program completion.
• Associate of Arts or Science or Bachelor's Degree acceptable.

Benefits

Penn Medicine employees receive a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. We offer programs to help employees get healthy and stay healthy.

Equal Opportunity Statement

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.