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Administrative Coordinator

Orthopaedic Surgery Specialists - OSS
Burbank, CA
$17 - $23 an hour - Full-time


Burbank, CA

Pulled from the full job description

  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Full job description

Administrative Coordinator

Hours: 40

OSS is comprised of orthopaedic, pain management, imaging, and rehabilitation specialists. OSS takes care of patients’ musculoskeletal health with diverse, comprehensive, and well-coordinated services including orthopaedics and pain management, advanced imaging, physical therapy, hand therapy, and chiropractic care. Located in the greater Los Angeles areas of Burbank and Glendale, OSS is affiliated with Providence Saint Joseph Medical Center, Adventist Health Glendale, and two independent ambulatory surgery centers. The practice highly values compassion, collaboration, conscientiousness, coachability, and state-of-the-art patient care. OSS is a BUSY practice and wants to hire individuals who are committed to teamwork, excellence, and personalized care for every individual seeking health care, regardless of their identity, lifestyle, medical and social history, age, or finances.

Position Summary:

The role of the Administrative Coordinator is responsible for performing and coordinating a variety of administrative tasks, with a focus on the Disability and FMLA processes for patients. They also provide support to various Lead positions in the clinic, and are responsible for the preparing, compiling, maintaining, storing and retrieving patients’ medical records.

Reports to:

  • Directly to the Clinic Administrator
  • Partners and Medical Professionals have indirect oversight as well

Education Requirements: High school graduate. Bachelor’s or Associate’s degree preferred.

Experience Requirements:

  • One year experience in a medical office, hospital, outpatient clinic or other health care settings.
  • Minimum one year of medical record experience preferred.
  • Minimum one year of handling patients’ disability insurance claims preferred.
  • Minimum one year of experience in general administrative duties in clinical/medical setting.

Job Responsibilities: Duties will consist of, but not be limited to:

  • Process Disability and FMLA forms on behalf of the medical providers
  • Print out or burn to CD medical records for attorneys/physicians/patients with valid patient release.
  • Assures the confidentiality of all records by the required permission of the patient for releasing the chart information
  • Assures that the medical record is not shown to the patient or anyone else unless the physician approves and HIPAA procedures are followed
  • Must comply with all HIPAA privacy regulations regarding the confidentiality of Protected Health Information (PHI)
  • Duplicates other documents and forms as directed.
  • Scan in medical records into the electronic chart (we do not have paper charts)
  • Open and sorts mail and received shipment of supplies then distributes them to appropriate area.
  • Sort faxes and distributes to appropriate area
  • Answers telephone, takes messages, and gives routine information in accordance with established procedures
  • Attend meetings as requested
  • Other duties as assigned

Skills Required:

  • Excellent phone presence
  • Good interpersonal skills
  • Possesses electronic medical record and computer skills.
  • Knowledge of HIPAA requirements.
  • Ability to multi-task
  • Data Entry, Demographics
  • Excellent communication and time management skills.
  • Ability to multi-task and attention to detail
  • Ability to problem solve for good outcomes
  • Strong computer skills including:
  • Microsoft Office
  • Practice management/Appointment schedules
  • Scanning
  • Printing
  • Copying of files to CD’s
  • Familiarity with medical legal needs within a medical office
  • Extremely well organized
  • Data Entry
  • Good understanding of anatomical terms and orthopedic injuries

Physical Requirements:

  • Up to 80% on the computer
  • Lifting requirement is normally less than 20lbs
  • Walking throughout the office, no greater than 50 yards, but performed repetitively
  • Moderate phone usage

Work Environment:

  • Work area is temperate and well lit
  • Multiple floors, elevators, and stairs are available
  • Moderate noise level including voices, printers, and ringing phones
  • Use of a headset

Job Type: Full-time

Pay: $17.00 - $23.00 per hour


  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance


  • 8 hour shift
  • Monday to Friday
  • Weekends as needed


  • Medical Records: 1 year (Required)
  • Medical Office: 1 year (Required)
  • handling patients’ disability insurance claims: 1 year (Required)
  • general administrative duties in clinical/medical setting: 1 year (Required)

Work Location: In person