Coordinator of Specialty Clinic Services

Western University; Pomona (CA); Presencial; USD 32.000 - 35.000; Jornada completa

Descripción de la vacante

Western University of Health Sciences seeks a Coordinator of Specialty Clinic Services to provide administrative and operational coordination for Pediatrics and Vision Therapy within the WesternU Health Eye Care Institute. The role manages scheduling, referrals, authorizations, documentation, and communications to ensure high-quality patient care and clinical education.

The coordinator supports Chiefs of Service, triages inquiries, and helps maintain compliant, efficient specialty clinic

Formación

• High School Diploma or GED required.
• 3–5 years’ experience in a clinical practice or institutional setting.
• Experience in an optometric setting preferred, with knowledge of health insurance eligibility and benefits processes.

Responsabilidades

• Coordinates patient appointments, pre-authorizations, medical records, referrals, patient communications, and administrative requirements for Pediatric and Vision Therapy services.
• Acts as administrative liaison between University departments and external partners; supports documentation, billing, and contracted services.
• Provides comprehensive administrative support to Chiefs of Service and faculty within Pediatrics and Vision Therapy to ensure efficient clinic operations.
• Ensures equipment and supplies are stocked, maintained, and that safety and professional standards are followed.
• Performs clerical duties (photocopying, filing, etc.) and participates in required training and staff meetings.

Conocimientos

MS Word

Excel

PowerPoint

EMR/EHR

Verbal communication

Written communication

Multitasking

Leadership

Educación

High School Diploma or GED

Herramientas

MS Office Suite

EMR/EHR systems

Descripción del empleo

Coordinator of Specialty Clinic Services

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.
At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.
Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Position Title

Position Title Coordinator of Specialty Clinic Services

Position Control Number

Position Control Number S03525

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus Patient Care Center-Pomona, CA

Position Location

Position Location California

Department

Department 2015-Eye Care Institute

Job Summary

Under the general direction of the Director of Clinical Operations, the Coordinator of Specialty Clinic Services provides comprehensive administrative and operational coordination for the College of Optometry’s Pediatrics and Vision Therapy specialty services within the WesternU Health Eye Care Institute ( ECI ) and affiliated clinical sites. The Coordinator supports the delivery of high-quality patient care and clinical education by coordinating patient scheduling, referrals, authorizations, documentation, equipment and supplies, provider communications, and other administrative functions essential to the effective operation of the specialty services.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Proficient computer skills necessary to create documents, spreadsheets, tables, and/or forms in MS Word, Excel, PowerPoint. Knowledge of EMR / EHR software programs and any other software programs as required by the position with the ability to learn various software programs used within the College of Optometry and Eye Care Institute.
• Excellent verbal and written communication skills. Ability to interact with well with patients, staff, students, faculty, administration, and outside constituents. Must be culturally sensitive, highly responsive, and maintain confidentiality.
• Proficient with a fax, copy machine, printer, telephone operation, and other machines necessary for completion of job duties
• Must be a self-assured, experienced leader who is able to interact with senior executives, anticipate potential problems, and initiate solutions.
• Must be able to multi-task in a fast-paced environment and be flexible with job assignments.
• Ability to demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications

Education

• High School Diploma or Graduation Equivalency Diploma required.

Experience

• Three to five years’ experience in a clinical practice or institutional setting or any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

Preferred Qualifications

• Experience in an optometric setting is preferred, with a working knowledge of health insurance eligibility and benefits processes

Key Responsibilities

Patient Scheduling and Care Coordination

• Coordinates patient appointments, pre-authorizations, medical records, referrals, patient communications, and administrative requirements related to Pediatric and Vision Therapy services.
• Communicates with patients and families regarding scheduling, appointments, and other administrative aspects of their care.

Key Responsibilities

Collaboration and Specialty Clinic Coordination

• Coordinates activities related to patient care and processes between the University and external stakeholders, including school districts, independent facilities, and referring providers
• Acts as administrative liaison between University Legal/Risk Management regarding service agreements, documentation, billing requirements, and coordination of contracted services
• Maintains and/or develops communication with referring providers, school districts, community organizations, and other external partners while supporting outreach and promotion of specialty services.

Key Responsibilities

Specialty Clinic and Faculty Support

• Provides comprehensive administrative support necessary to the Chiefs of Service and faculty within the Pediatrics ( PEDS ) and Vision Therapy (VT) specialty services to ensure the efficient operations of the specialty clinic services.
• Supports the Chiefs of Service by triaging calls, questions, and requests related to PEDS and VT services and directing matters to the appropriate faculty or staff.
• Prepares reports for specialty services and ensures reports are submitted to the responsible faculty in a timely manner.

Key Responsibilities

Compliance and Professional Standards

• Works with Chiefs of Service to ensure all equipment is functioning properly in the services and when necessary, schedules maintenance requests. Orders, stocks, and maintains supplies and materials for specialty services.
• Performs a variety of clerical duties, e.g., photocopies, faxes, files, etc.
• Participates in required training and staff meetings
• Performs other duties as assigned. The University/College reserves the right to add or change duties at any time.

Posting Details Continued

Work Schedule

Typical work week is Monday – Friday 8am – 5pm. Some nights and weekends required.

We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.
We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,
Our faculty, staff, and administrators are 100% focused on student success.
Our University culture creates the context for a nurturing and supportive environment.
Faculty, staff, and students can expect to make deep, personal relationships within the University community.
As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
WesternU’s core value of humanism encourages all to bring their whole self in all that they do.
We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum

Minimum $23.00 Hourly

Maximum

Maximum $25.50 Hourly

Physical Demands

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and hear, sit, stand, use hands to grasp objects, and reach with hands and arms. The employee must occasionally walk, stoop, and lift and/or move up to 10 pounds. No specific vision abilities are required. No other specific