Clinical Services Coordinator - Otorhinolaryngology CPUP

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); On-site; USD 45,000 - 60,000; Full time

Job summary

Penn Medicine, University of Pennsylvania Health System is seeking a Clinical Services Coordinator to assist in maintaining a patient-centric focus while supporting high-quality care. The role involves managing schedules, ensuring compliance with standards, and overseeing Medical Assistant duties in the Otorhinolaryngology department.

Ideal candidates should possess a high school diploma or GED, with at least 3 years of medical office experience and relevant certifications. The position is full-time, located at the Hospital of the University of Pennsylvania.

Qualifications

• 3+ years of medical office experience required.
• Completion of an accredited Medical Assistant program is preferred.
• Must possess a CMA or RMA certification.

Responsibilities

• Assist manager and physicians in maintaining patient focus and high-quality care.
• Oversee daily schedule and operations for assigned areas.
• Manage compliance with regulatory standards.

Skills

Patient care

Communication skills

EMR systems knowledge

BLS Certification

Education

H.S. Diploma/GED

Associate of Arts or Science

Tools

Medical Assistant training

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. Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Title: Clinical Services Coordinator

Department: Otorhinolaryngology

Location: Hospital of the University of Pennsylvania—3400 Spruce St

Hours: Full Time – Per Department Needs

**Please upload your Medical Assistant and CPR certification cards with application.**

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 within the Lung Center Perelman department. 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 (Patient Services Associate) 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 self and assigned area(s) are compliant with all applicable federal, state, and local regulatory standards (ex OSHA, TJC, DOH, FDA, HIPAA, etc.)
• Oversee the POCT process to ensure accuracy and compliance.
• Report and act upon identified equipment/instrument malfunctions.
• Manage the day‑to‑day planning, operations and problem solving for assigned areas – ensure daily schedule, staffing, and performance metrics are met and changes communicated appropriately.
• Monitor and coach real‑time performance against pre‑established expectations/metrics.
• May be responsible for gathering information for performance reviews.
• Act as the communication link between the group he/she is leading, and management.
• Disseminate information to the group and forward information back up to management.
• Effectively 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 the training of new hires.
• Promptly room patients, using EMR to alert provider that 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 patient’s vital signs and document in EMR, prepare chart for patient visit, understand insurance restrictions for lab work, referral needs, precertification requirements, etc.
• Observe patient condition and communicate any abnormal data or changes to provider.
• Assist patients as needed with walking, transfers, dressing, undressing, preparing for the exam, remain in exam room when necessary/requested.
• Specimen management: obtain specimens for testing if applicable, perform laboratory and screening tests, record results in EMR and reconcile with logs where appropriate, document and report findings to providers, perform all quality controls as per Point of Care Testing guidelines, prepare specimens for transport as necessary.
• Perform EKGs and other outpatient screening tests as per MD order and after properly preparing the patient; accurately document results in EMR.
• Assist with minor surgical procedures by handing instruments, maintaining sterile field, positioning of patient and other duties within scope of responsibility.
• Act as a witness for procedural consents if required.
• Respond appropriately to emergency/code situations.
• Demonstrate competence in the observation, treatment, and care of the specific patients served in that practice, whose ages may range from neonate to geriatric.
• Responsive and proactive telephonic patient care – including care coordination with specialists, ancillary services, hospitals, labs, home care agencies, and all other involved health services.
• Obtain and scan documents as appropriate and required for visit: test results, faxes, reports, notes, referrals, etc.
• Complete medical forms and other clinical requests for information as appropriate and required. Prepare and send patient correspondence as required.
• Ensure that the patient care areas are kept neat, orderly, well stocked and properly prepared.
• Clean, disinfect, and sterilize instruments and equipment according to protocols and check that the instruments and equipment are in proper working order.
• Set up equipment and instruments as per practice protocol.
• Maintain temperature log for refrigerator or room temperature as needed.
• CCA MAs, if applicable as per regulatory guidelines: administer prescribed medications, give injections and vaccines; read PPD results, under the direction of the provider/orders and document in EMR.
• Promptly perform call‑backs as directed by provider, giving patients information within their scope of practice.
• Provide patients with follow‑up care instructions. Maintain medication storage closet inventory and security; check expiration dates; remove outdated items.
• Perform daily code/crash cart checks as assigned.
• Other duties as assigned to support the unit, department, entity, and health system organization.

Credentials

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

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• 3+ years medical office experience required. Advanced degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience.
• Completion of an accredited Medical Assistant program (or higher level equivalent) or 7+ years experience working as an MA may be considered in lieu of MA program completion.
• Associate of Arts or Science (Preferred)

Live Your Life's Work

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.