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Hoag Health System · 3 months ago

Operations Support Specialist : HMG Primary Care Clin Ops Mgmt - Full Time - 08HR - Redhill BusinessCenter

2975 Red Hill Ave, Costa Mesa, CA, 92626, US

Full-time

Onsite

New Grad, Entry Level

$30.17/hr - $46.61/hr

Hoag Health System is a healthcare provider seeking an Operations Support Specialist who will serve as the first point of contact for administrative support. The role involves managing calls, scheduling appointments, maintaining supplies, and supporting various departments with their administrative needs.

Hospital & Health Care

Responsibilities

Answering calls and assisting callers, and in specialty areas, coordinating or scheduling appointments

Monitors and orders supplies as needed as well as keeping supplies organized

Scheduling equipment repair/service

May distribute mail and process incoming/outgoing mail

Schedules room reservations for meetings and maintains room calendars

Assists in the development of policies and procedures and departmental forms

Maintains confidentiality

Maintains up to date unit specific data, logs, and runs reports

Supports projects/programs as needed

Prepares agendas, records and transcribes meeting minutes

Compiles data, reviews data for discrepancies and trends, suggests solutions, prepares reports and organizes projects

Processes billings and PO’s

Able to multitask and balance workload between complex projects and clerical duties

Performs other duties as assigned

Will be involved with all aspects of Event Planning; including representing Hoag at community and inter-faith events

Pulmonary Rehab patient program scheduling

Pulmonary Function Testing scheduling support

Fiberoptic Bronchoscopy scheduling consulting

Bedside Spirometry

Sputum Induction

Arterial Blood Gas sampling patient scheduling

Assists with scheduling trainings

Assists with the creation of CAF reports

Creates access badges as authorized by Security or HR

Assists with open requisitions

Manages the lost & found program

Manages records and files for training and certifications

Reviews upcoming clinical research requirements as they relate to specimen processing, patient lab collection scheduling, and supplies

Provides feedback and solutions for processes

Meets with research sponsors and reviews internal processes, develops plan for operationalizing and ensuring sponsor requirements are met

May assist with research source documentation, organizes research inventory and interfaces with safety department

Assists with maintenance of the integrity of department files, with limited supervision; utilizing software and the MD Staff databases to retrieve required information

Tracks proctoring, monitors compliance, identifies trends and coordinates medical staff leadership review and release

Works with the Medical Staff Services Manager to ensure completion of projects

Responsible for the procurement & receipt process of lab supplies and equipment

Sustains vendor contacts & general maintenance of contracts

File management including policies & procedures, files, auditing, & license verification

Periodic coordination of the application processes & inspection requirements

Produces reports as needed

Serves as additional administrative support to alternative campuses

Supports the Executive Director of Spiritual Care in all aspects of administrative responsibilities for persons of all Faith Traditions/ Interfaith

Oversees Chaplain scheduling and EPIC reporting

Provides support to the Association of Presbyterian Members as needed

Qualification

Scheduling appointmentsData managementReport preparationEvent planningProcurement managementMultitaskingConfidentialityCommunication skills

Required

Serves as the first point of contact, both in person and for calls

Provides key admin support, playing an important role in the success of the department