Job Description

JOB SUMMARY:

The Operations Specialist reports to the Inpatient Care Supervisor and Hospitalist Medical Directors of the Hospitalist Department and is comprised of differing types of clerical job duties/responsibilities. The duties and responsibilities range from filing, reception, document distribution and like activities to those requiring progressively more detailed and difficult transactions, and the ability to coordinate differing elements within the job to create process efficiencies. The Operations Specialist participates in providing patient service which implements, coordinates, and monitors options within scope of practice for care which best meets the member’s health needs.

DISTINGUISHING CHARACTERISTICS:

The Operations Specialist enhances the productivity and efficiency of the Hospitalist program by facilitating communication between care managers, Hospitalist, other clinicians and ancillary staff. Enhancing patient and family understanding of Hospital care and promoting error-free transition to post-hospital services are also key characteristics.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES:

The following are exemplary essential job duties and responsibilities and are not intended to represent an all-inclusive listing of related essential functions of the position

1. Effectively identify, obtain, and communicate accurate, relevant information to physicians to facilitate their decisions.

2. Actively support rapid response by the hospitalist team to transfers of patients from other facilities to the hospitalist team.

3. Ensure that all patients have an assigned hospitalist based on efficiency of care not individual physician demands.

4. Communicates, collaborates and coordinates with the hospital and/or medical group Case Manager.

5. Under the direction of the physician, communicates with patients and family to:

• Introduce the hospitalist program and what to expect
• Confirm PCP information
• Confirm insurance information
• Confirm code status
• Identify decision makers.

6. Participate in family meetings.

7. Performs discharge planning when appropriate.

8. Educates hospital staff on hospitalist’s processes and procedures.

9. Ensures patients have appropriate follow up appointments in hand at time of discharge.

10. Ensures the PCP and specialists have the discharge summary before the scheduled appointment.

11. Coordinates outpatient testing including ensuring necessary authorizations are obtained.

12. Assist with the orientation of new hospitalists.

13. Works closely with QI Department by providing requested information.

14. Maintains accurate database of patient activity.

15. Collaborates with the contracted health plans as appropriate.

16. Respond to hospital administration needs.

17. Participates in hospital meetings, as assigned.

18. Performs tasks and projects as delegated by the Inpatient Care Supervisor and Hospitalist Medical Directors.

19. Maintains a team environment of Continuous Quality Improvement and lifelong learning.

MINIMUM & PREFERRED QUALIFICATIONS:

EDUCATION/TRAINING

MINIMUM: High School Diploma or equivalent and graduation from an accredited Medical Assistant program.

PREFERRED: AA Degree in Business or Office Administration from an accredited college.

EXPERIENCE

MINIMUM: Two years of multi-tasking clerical experience using differing computer applications and significant public and internal staff contact to resolve operational matters.

PREFERRED: Work experience dealing with billing, claims, and insurance companies, vendors, EZ-CAP, McKesson and Health Access programs as may be appropriate to specific positions.

Any combination of educational and work experience that would be equivalent to the states minimum requirement would qualify for consideration of this position.

CERTIFICATION(S): MINIMUM: CURRENT BLS CERTIFICATION.

Preferred: State or Federal CMA certification from one of the following agencies: 1) California Certifying Board for Medical Assistants (CCBMA), 2) American Association of Medical Assistants (AAMA), 3) American Medical Technologists (AMT), 4) National Center for Competency Testing (NCCT) or in the State of California, Multi-skilled Medical Certification Institute (MMCI), 5) National Healthcare Association (NHA)-also known as Certified Clinical Medical Assistants (CCMA), and 6) National Association for Health Professionals (NAHP).

SKILLS, KNOWLEDGE & ABILITIES

• Good working knowledge and intermediate/advanced use of Word, Excel, Outlook, and the Internet; for specific positions knowledge of medical terminology and coding may be required; excellent written and verbal communication skills; strong customer service and cooperative working relations skills; and, typing/word processing skills at the minimum level of 35 wpm accurately and data entry skills.
• Working knowledge of EZ-Cap and or applicable computer programs specific to the position.
• Ability to multi-task in an efficient, thorough, and prioritized manner; ability to work quickly, accurately and independently; and, ability to anticipate needs and solve problems.
• Work with spirit of enthusiasm, teamwork, cooperation and a sense of urgency
• Maintain a high degree of confidentiality over all matters in the course of business operations including patient and employee information.
• Ability to successfully uphold the established customer service standards and Company Mission Statement.
• Bi-lingual (Spanish) fluency, both written and verbal preferred and highly desirable.

PHYSICAL, MENTAL & ENVIRONMENTAL REQUIREMENTS:

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. While performing the duties of this job, the employee is regularly required to sit, stand, use hands to touch, grasp, handle or feel objects, tools, or controls; and talk and hear. The employee must regularly lift and/or move up to 25 pounds, and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close, distance and color vision and the ability to focus. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job. The noise level in the work environment is usually moderate.

Company Description

Beaver Medical Group is one of the largest medical groups in Southern California with many services located on-site. Over 200 physicians, along with other medical professionals including Optometrists, Physical Therapists, Nurse Practitioners, Physician Assistants and Health Educators practice in 25 specialties. OUR MISSION is to deliver exceptional quality healthcare management, professional and support services with a firm commitment to excellence, integrity and innovation, making a lasting difference in the lives of patients and our communities. We collaborate with medical groups and health care providers, offering expertise and insight to meet their unique challenges. Our patient services are built on a foundation of compassion, trust and respect. We strive to build an outstanding team, offering opportunities for growth, recognition and reward in an environment of open communication, trust and mutual respect. Our services will grow and improve as we create value for our investors and provide mutual benefit for our partners.