Clinical Operations Represenative

Job description

Clinical Operations Specialist
$25/HR
Fairfax, VA

Overview of the Clinical Operations Specialist Role:
This role is under the supervision of the Clinic Operations Supervisor or the Clinic Operations/Practice Manager. As a Clinical Operations Specialist, you will deliver patient services and administrative support in our clinic environment, engaging with parents, patients, medical professionals, and other staff members in a polite and professional manner. You will also provide support to colleagues within the department and across other areas as required.

Key Responsibilities of the Clinical Operations Representative:

• Ensure precise scheduling of patient appointments using the department’s scheduling system.
• Carry out the online registration process with parents or guardians either via phone or in person, maintaining professionalism and courtesy.
• Gather and accurately input demographic and insurance data, updating records as necessary to comply with registration standards.
• Assist patients in rescheduling missed appointments or those cancelled by providers/technologists, and schedule follow-up appointments as needed at checkout.
• Welcome patients and their families warmly upon arrival.
• Ensure the collection of required consents and distribute compliance documents (such as HIPAA Privacy Notice and Patient Rights).
• Acquire copies of insurance cards and photo identification for storage in patient records, ensuring relevant forms are sent to the necessary insurance company and CNMC HIM departments. Complete documentation in line with departmental policies.
• Manage patient portal tasks (including appointment requests, fax queues, and emails), and may involve using messaging center workflows in the future.
• Professionally discuss co-payments, deposits, or past-due balances with parents prior to appointments.
• Guide parents on setting up payment plans or refer them to the Financial Information Center (FIC).
• Verify completeness of insurance information before procedures, including obtaining pre-authorization/referral details.
• Utilize various systems (EPRS, SCI, Cerner, IDX, McKesson, etc.) to read and verify patient data.
• Collect and accurately document co-payments, deposits, and full payments, issuing receipts to payers.
• Ensure clinic schedules for upcoming sessions are accurate, including proper billing setup and flags for services needing authorization.
• Effectively handle walk-in patients and ensure all appointments, whether scheduled or unscheduled, are recorded correctly in the scheduling system.
• Answer phone calls and respond to caller needs appropriately.
• Manage and respond to voicemail messages within the same business day.
• Distribute incoming mail.
• Organize and maintain office files and supplies.
• Keep the reception area and workspace clean and orderly.

Essential Qualifications:

• Minimum one year of experience in billing, patient registration, scheduling, medical insurance verification, and screening.
• High School Diploma or equivalent (GED).
• Experience in customer service is required.
• Proficiency in Microsoft Office, particularly Word and Excel, is preferred.
• Completion of the Ambulatory Services training program with successful competency assessment, including a mock clinic, upon hiring is necessary.
• Typing speed of at least 35 words per minute is required.

Desirable Qualifications:

• Prior experience in a healthcare setting is preferred.