Clinical Specialist

Healthcare Outcomes Performance Co. (HOPCo); Watertown (WI); On-site; USD 22,000 - 33,000; Full time

Job summary

Healthcare Outcomes Performance Co. (HOPCo) is seeking a Patient Coordination & Support professional to streamline patient–provider communication and prepare patient information for visits in a fast-paced clinical setting.

Responsibilities include preparing electronic charts, verifying records in the EMR, coordinating patient flow, and supporting administrative tasks while upholding HIPAA confidentiality and patient services standards.

Qualifications

• Must have a high school diploma or equivalent.
• Preferred: associate degree or healthcare administration coursework.
• Required experience: customer service, healthcare support, or clinic operations.
• Knowledge of HIPAA and patient confidentiality.
• Familiarity with EMR systems.

Responsibilities

• Facilitates communication between patients and providers.
• Prepares electronic patient charts and ensures records are complete.
• Verifies documentation and medical records before appointments.
• Retrieves and processes patient forms and administrative requests.
• Maintains clinic environment and supports patient experience.

Skills

Customer service

Verbal communication

Written communication

Organizational skills

Time management

Attention to detail

Problem-solving

Computer proficiency

Education

High school diploma or equivalent

Associate degree or healthcare coursework

Tools

EMR systems

Office applications

Medical records

Job description

Patient Coordination & Support

• Facilitates communication between patients and providers.
• Collects and shares pertinent non-clinical information with providers.
• Receives and carries out administrative directives from providers and clinic leadership.
• Greets and prepares patients for their visit by reviewing intake information and ensuring required documentation is complete.
• Assists with patient flow throughout the clinic.
• Ensures patients receive provider-directed educational materials and follow-up instructions.

Patient Coordination & Support

• Facilitates communication between patients and providers.
• Collects and shares pertinent non-clinical information with providers.
• Receives and carries out administrative directives from providers and clinic leadership.
• Greets and prepares patients for their visit by reviewing intake information and ensuring required documentation is complete.
• Assists with patient flow throughout the clinic.
• Ensures patients receive provider-directed educational materials and follow-up instructions.

Clinic Preparation & Documentation

• Prepares electronic patient charts prior to scheduled visits.
• Verifies that required records, imaging, reports, and documentation are available in the EMR before appointments.
• Identifies and communicates missing documentation or records to appropriate staff.
• Scans and indexes documents into the electronic medical record.
• Performs accurate data entry and documentation within established guidelines.
• Prints and prepares clinic schedules and provider support materials.

Administrative & Operational Support

• Retrieves and responds to voicemail messages within established service standards and documents actions in the EMR.
• Assists with completion and processing of patient forms, work status documentation, FMLA paperwork, and other administrative requests.
• Supports quality initiatives, patient-reported outcome programs, and other organizational projects as assigned.
• Manages assigned EMR work queues and provider desktops in a timely manner.
• Maintains confidentiality and compliance with HIPAA and organizational policies.

Clinic Environment

• Maintains exam room and clinic supply standards.
• Restocks supplies and assists with inventory monitoring.
• Maintains clean and organized workspaces and patient areas.
• Coordinates equipment and room readiness for clinic operations.
• Promotes a positive, professional, and welcoming patient experience.
• The job holder must demonstrate current competencies for this position.

EDUCATION

Required: High school diploma or equivalent.

Preferred: Associate degree, healthcare administration coursework, or relevant healthcare support training.

Experience

Required: Customer service, healthcare support, medical office, clinic operations, or administrative experience.

Preferred: Experience working in a medical practice, physician office, ambulatory clinic, or healthcare setting. Experience with electronic medical records (EMR).

KNOWLEDGE

• Knowledge of healthcare office operations and patient service practices.
• Knowledge of HIPAA and patient confidentiality requirements.
• General understanding of medical terminology.
• Knowledge of electronic medical record systems and documentation practices.

Skills

• Strong customer service and patient relations skills.
• Effective verbal and written communication.
• Organizational and time management skills.
• Attention to detail and accuracy.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Problem-solving skills.
• Proficiency in computer applications and EMR systems.

Abilities

• Ability to maintain professionalism with patients, providers, coworkers, and the public.
• Ability to work independently and as part of a team.
• Ability to adapt to changing priorities and business needs.
• Ability to maintain confidentiality of sensitive information.
• Ability to provide exceptional service and support to patients and colleagues.

ENVIRONMENTAL WORKING CONDITIONS

• Normal clinic and office environment.
• Frequent interaction with patients, providers, and staff.
• Occasional travel between clinic locations in state as needed.

PHYSICAL/MENTAL DEMANDS

• Prolonged periods of sitting and standing.
• Frequent use of computers and office equipment.
• Occasional bending, reaching, and lifting of office supplies and records.
• Ability to move throughout a clinic environment.

Organizational Requirements

• HOPCo Mission, Vision, and Values must be acknowledged and adhered to.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as needs evolve.