SCO Practice Coordinator - Dr

Socket.dev; Westlake Village (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Southern California Orthopedic Institute seeks a Practice Coordinator to support Administrative/Clinical operations in our Southern California medical group. This role ensures efficient physician scheduling, calendar management, and coordination of authorizations.

You will maintain EMR records, liaise with billing and benefits, handle on-call calendars, and assist with clinical coverage. A CMA within 90 days is required, with strong communication and organization.

Qualifications

• One-year related experience and/or training.
• Certified Medical Assistant (CMA) within 90 days of hire is required.
• Strong organizational and communication skills.

Responsibilities

• Report to work as scheduled and adhere to attendance policy.
• Maintain physician calendars, clinical and surgical schedules, and on-call calendars.
• Coordinate authorizations with payer relations and patient benefits.
• Schedule appointments and procedures following physician protocol.
• Manage the medical-legal workflow, including QME/IME/AME processes.
• Maintain EMR records per SCOI procedures and PQRS requirements.

Job description

Southern California Orthopedic Institute

Job Description

Job Title: Practice Coordinator

Department: Administrative/Clinical

Reports To: Manager of Clinical Services

FLSA Status: Non-exempt

Essential Duties and Responsibilities

• Report to work as scheduled.
• Adhere to SCOI’s punctuality and attendance policy.
• Behave in a manner that supports the Mission, Vision, and Values of Southern California Orthopedic Institute Medical Group.
• Comply with SCOI’s Policy and Procedure.
• Ensure the physician's practice functions properly and recommends improvement where warranted.
• Maintain the physician's calendar, clinical and surgical schedules and on-call calendars.
• Work with Payer Relations department to ensure physicians credentialing is current and CV and licenses are up to date.
• Schedule appointments and/or surgical procedures as per the physician protocol.
• Coordinate authorizations with CCWC and Patient Benefits.
• Obtain WC Authorizations for EMG, Sx, DME.
• Provide clinical coverage as needed.
• Coordinate receipt of x-rays, diagnostic testing and lab results.
• Coordinate surgical pre-op, authorization and associated paperwork.
• Responsible for prescription refills.
• Schedule deposition and collects fees.
• Manage the med-legal process, including scheduling of QME, AME, IME, quoting and collection of fees, and the managing of associated records/x-rays.
  • Must be knowledgeable in scheduling and reporting as per Labor Code.
  • Must be knowledgeable in reporting guidelines as established by Labor Code.
  • Must be able to coordinate the timely receipt of all paperwork for AME/IME/QME.
  • Must be able to communicate clearly and concisely with attorneys and or adjusters.
• Ensure translators are scheduled as appropriate.
• Triage physician phone calls and provides call backs in a timely fashion.
• Maintain records within EMR following specified protocols and policies.
• Follow all pertinent requirements of Meaningful Use and PQRS.
• Required to be a Certified Medical Assistant within 90 days of hire.
• Answer all emails and SRS messages within (1) business day.
• Triage incoming messages via the SCOI patient portal and responds within (1) business day.
• Check and maintain team faxes and processes as needed.
• Maintain records within EMR following specified protocols and policies.
• Other duties as assigned.

Revised 05.2025

Additional Duties:

• Completion of
  • Disability forms
  • Work closely with billing and benefits staff.
  • May be required to cover MA position.
  • May be required to edit reports in SRS and or Webmedx

Competencies

Customer Service

Manages difficult patient situations; Responds promptly to patient needs; Responds to requests for service and assistance.

Professionalism

Approaches others in a tactful manner; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.

Interpersonal Skills

Focuses on solving conflict, not blaming; Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things.

Teamwork

Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed.

Oral Communication

Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.

Written Communication

Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Problem Solving

Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in team problem solving situations; Uses reason even when dealing with difficult topics.

Technical Skills

Strives to continuously build knowledge and skills, shares expertise with others.

Judgment

Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation

Sets and achieves goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.

Revised 05.2025

Planning/Organizing

Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Develops realistic action plans.

Quality

Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity

Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Safety and Security

Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability

Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality

Is consistently at work and on time; Ensures work responsibilities are covered when absent.

Dependability

Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative

Volunteers readily; Seeks increased responsibilities; Takes independent actions and calculated risks; Asks for and offers help when needed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

One-year related experience and/or training.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information to patients and other employees of the organization.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, proportions, and percentages. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Revised 05.2025

Computer Skills

To perform this job successfully, an individual should have in-depth knowledge of SCOI Database software and Internet software.

Physical Demands

The physical demands described here are representative of those that must be met by an 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 stand/walk and occasionally to sit; use hands/fingers to handle or feel and talk and hear. The employee is occasionally required to reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.

I have read and understand the above requirements.

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Employee Printed Name

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