Department Assistant, Multi-Specialty Clinic

Spine Institute



8:00 am - 4:30 pm


FIRE/SAFETY CARD (must be presented within 30 days from DOH)
1-3 years of experience


Patients from around the world come to St. Vincent Medical Center to receive compassionate, healing care. Founded in 1856 as the first hospital in Los Angeles, St. Vincent is a 366-bed acute care facility and surgical specialty hospital, providing tertiary services for advanced medical diagnosis and treatment. Serving nearly 3 million residents in the downtown area, the medical center receives ongoing philanthropic support from generous individuals and organizations that align with its service to the community through the St. Vincent Medical Center Foundation.



The position provides administrative support to the physician and professional staff of the Orthopedic Program at SVMC. Position includes support to the Korean speaking patient on telephone and in-person for administrative tasks such as appointment scheduling, filling out general forms and translating general information. Responsible for coordination of patient flow in an outpatient setting. Answers telephone; obtains patient demographics, insurance, referring and diagnosis information; schedules appointments and diagnostic tests, verifies insurance and obtains authorizations as needed. Schedules assigned Orthopedic Surgeon's surgeries at St. Vincent Medical Center; coordinates surgical patients' pre-op appointments, blood donations and necessary procedures prior to surgery.



  • Follows department policies and procedures.
  • Presents a professional image, maintains good public relations and communication with all clients, patients and associates to provide quality service. Informs management of patient complaints or other service concerns. Maintains confidentiality in all communications.
  • Responsible for supporting incoming calls in a professional and courteous manner and within three rings. Screens and directs calls.
  • In collaboration with staff, maintains all aspects of clinic: schedules clinic appointments & coordinating with other departments, obtains verbal and written laboratory results pre and post-surgical procedures.
  • In collaboration with medical records clerk organizes and updates patients' charts: from initial compilation to various information such as history, insurance information, consultations, laboratory reports, radiology reports, operative reports, pathology reports, etc. This will include scanning appropriate documents into electronic medical record.
  • Obtains all demographic information and enters relevant information into SVMC database for appointments. Assists in the scheduling of patients for initial consultation and follow-up clinic visits.
  • Verifies/updates patient information i.e.: demographics and insurance, confirms clinic visit authorizations for Work Comp and HMO patients.
  • Organizes and creates medical record charts for new patients as needed. Prepares patient charts in advance (identifies and utilizes routine forms) and ensures all pertinent test results, x-rays are included for physician review.
  • Greets patients/visitors with courtesy and processes patients upon arrival according to procedures.
  • Escorts patient to examination room as needed, and sets up exam room.
  • Checks/documents patient vital signs on patient record when indicated.
  • Assists physician with examination as needed.
  • Follows infection control and standard precautions procedures including hand washing.
  • Demonstrates the ability to safely clean up minor blood/body fluid spills and accesses the MSDS information as needed.
  • Responsible for various clinic duties including maintaining a clean work environment, maintaining sample medication log if required, assisting with restocking clinic supplies and maintaining clean examination rooms.
  • Reviews/codes charge slips for rendered patient care services.
  • Assists in preparing memos, correspondence, Xeroxing and ordering of office and clinic supplies, and maintains calendar for assigned physician(s).
  • Assists with obtaining authorization and scheduling all requested tests, surgery, and pre-operative appointments with primary physicians, outpatient laboratory tests, cardiology and radiology appointments.
  • Prioritizes duties in an ongoing manner to accommodate changing work demands; communicates changes, emergencies, etc. appropriately.
  • Communicates effectively with members of the team.
  • Cross covers for General Orthopedic, Spine and JRI clinics.
  • Frequent exposure to patients and patient's family in highly sensitivity area. Excellent human relation skill a must in order to maintain calm, reassuring and caring environment for the patient.
  • Interaction with co-workers. Good human relation skills a must in order to maintain a harmonious working environment.
  • Constant interaction over the telephone with doctors and / or their offices, other hospital departments and nursing staff. Good human relation skills a must in order to maintain the integrity of St. Vincent Medical Center and the working environment.
  • Supervision is maintained through written procedures and close contact with the Clinic Manager and/or Administrator of Orthopedic Services.
  • Deviations from established procedures require authorization of the Clinic Manager, Administrator or higher authority.




  • Los Angeles City Fire/Safety Card within 30 days of hire.
  • High school graduate or equivalent preferred.
  • Medical Assistant Training preferred.
  • Current BLS Card issued by American Heart Association.


Work Experience:

  • At least two years of experience in an orthopedic medical office.
  • Previous experience in scheduling of procedures in a similar setting.


Knowledge / Skills / Abilities:

  • Excellent verbal and written communication and interpersonal skills.
  • Ability to file alphabetically and numerically in terminal digits.
  • General knowledge of office procedures and policies including worker's comp.
  • Knowledge of medical procedures and orthopedic terminology.
  • Working knowledge of CPT and ICD-9 codes.
  • Computer literate - Basic knowledge: Able to be trained in effective use of office scheduling system and hospital admitting system.
  • Patient registration/scheduling experience preferred.
  • Office experience in scheduling, medical or insurance setting.
  • Professional telephone manner with ability to take accurate messages.
  • Basic computer and typing skills as related to word processing and database entry.
  • Strong organizational skills with demonstrated ability to prioritize and manage deadlines.