Clinical Operations Specialist, Medical Assistant

This position is based in our Willow Grove, PA office and will require travel to offices within the area for coverage purposes.

About the Role

The Clinical Operations Specialist provides a blend of clinical and operations support to the office. Clinically, the COS will function as a Medical Assistant, Non-Surgical Clinical Assistant, or any other applicable clinical role as needed, ensuring the smooth flow of patients during office hours and supporting a variety of clinical and administrative functions. Operationally, the COS will serve as a Front Desk Receptionist or Front Desk Therapy Receptionist, handling tasks such as greeting patients, checking in, verifying insurance, obtaining referrals, and other administrative duties. The COS serves as a liaison between the patient and the medical staff, meeting the operational needs of the office with regular travel and schedule flexibility.

Responsibilities

• Greet patients and visitors in a prompt, courteous, and helpful manner.
• Maintain flow of patients from waiting room to exam room to discharge; direct patients to surgery scheduling or exit post-appointment.
• Check patients in by entering, verifying, and updating demographic and insurance information; record arrival times, referral information, and payment details.
• Ensure RCM Console and Ready to Bill errors are addressed daily for timely claims submission.
• Verify referrals are received, in the patient's chart, and attached.
• Make follow-up appointments or act as liaison to ancillary departments such as physical therapy and MRI.
• Answer telephone calls professionally, handle questions within scope, forward/transfer calls, or take messages; respond to correspondence within 24 hours.
• Assist patients with ambulatory difficulties through the office.
• Follow procedures for medical records requests and Disability/FMLA paperwork; take payments and document requests in the patient chart.
• Accurately batch out at end of shift and ensure all payments balance; escalate discrepancies to the office manager.
• De-escalate situations with upset or irate patients and provide support to other team members.
• Maintain a neat and organized workspace; stock supplies in the lobby, front desk, pod workspaces, and exam rooms.
• Prep the schedule by obtaining referrals, confirming coverage status, and checking for potential issues in advance; reach out to patients prior to appointments when needed.
• Print front sheets, last notes, and other requested documentation for the physician team.
• Attend meetings, participate in office activities, team-building exercises, or special projects as required.
• Clean and autoclave instruments using proper sterile technique.
• Record vitals and medical history in the patient chart in accordance with MIPS guidelines; scan pertinent documents into the patient chart.
• Obtain and record vitals, request and make available reports and images from outside facilities.
• Pull up/load/import pertinent studies for the physician; prepare for injection and aspiration procedures.
• Dispose of biohazardous waste in accordance with OSHA regulations; replace sharps containers when full.
• Bring patients back to see the physician in an efficient and timely manner; assist with clothing and preparing the body area to be examined.
• Empty and restock laundry.
• Complete pre-certifications and authorizations for imaging studies and injectable medications; submit requests to centralized departments as applicable.
• Provide follow-up care and instructions to patients at the conclusion of their appointment.
• Apply or remove casts/splints; make orthotic devices by bending, forming, and shaping materials to prescribed specifications; fit, test, and evaluate devices on patients.
• Read and respond to email communications within an appropriate time frame.
• Identify weekly schedule, including schedule changes, published by manager.
• Handle specimens (including urine, blood, and drainage from incisions, aspirated fluids, etc.) and label accordingly; follow provider instructions to ensure specimens are sent to the appropriate lab.

Requirements

• High School Diploma or GED (minimum education requirement).
• Active National Medical Assistant Certification preferred, but not required.
• Current CPR certification required.
• Minimum 1 year in a medical office environment.
• Knowledge of medical office procedures and terminology.
• Computer skills including MS Office Suite.
• Experience with scheduling and billing systems and EMR preferred.
• Basic medical assistant skills including phlebotomy, handling of body fluid samples, removal of sutures and staples, and OSHA regulations preferred.

Schedule

Monday through Friday, 7 AM to 4:30 PM (8-hour shift).

Pay

$17.00/hr - $24.00/hr

Benefits

• Competitive pay.
• Comprehensive health and dental benefits.
• Tuition reimbursement.
• Paid time off.
• Retirement savings plans.