Medical Operations Assistant

Description

Join Elica’s mission and become a part of a team where every day is an opportunity to make a positive impact in your community!

At Elica Health Centers, we share a common goal: provide the best possible patient care to our growing community! Our passion extends throughout Elica, from the exceptional healthcare services we provide to our underserved patients at our Community Health Clinics and state-of-the-art mobile medicine program, Health on Wheels, to our Resource Center where we empower patients and members of the community to connect with resources to help them build healthy and full lives.

WHAT YOU'LL DO:

 The Medical Operations Assistant will play a crucial role in supporting the Sr. Director of Operations and assisting Clinic Managers. The ideal candidate will have a deep understanding of advanced clinic practices and excel at managing multiple projects and tasks simultaneously. This role involves assisting with daily clinic reporting, preparing monthly summaries, and contributing to key reports that aid the Sr. Director of Operations in ongoing initiatives. As an assistant to the  Sr. Clinical Operations Director, the Medical Operations Assistant will provide high-level administrative support to ensure the efficient functioning of the clinical department. This position is essential for managing daily operations, supporting strategic planning, and allowing the Sr.  Clinical Operations Director to focus on priority tasks. The successful candidate will have outstanding organizational skills, excellent communication, and a strong grasp of clinical operations. 

BENEFITS:

• Retirement Savings Made Easy: Enjoy a 403(b) retirement plan with up to 4% employer matching and 100% immediate vesting—start building your future from day one!
• Comprehensive Healthcare Options: Choose from two Anthem Blue Cross PPO plans for medical, plus dental and vision coverage for you and your family.
• Employer-Funded HRA: Our Health Reimbursement Arrangement helps cover out-of-pocket medical costs, giving you peace of mind.
• Flexible Spending Accounts: Take advantage of two FSA options: Health Care FSA and Dependent Care FSA, tailored to suit your needs.
• Security for the Unexpected: We provide company-paid basic Life and AD&D Insurance, with options to enhance coverage.
• Enhanced Protection: Explore additional benefits like Hospital Indemnity, Critical Illness, and Accident Insurance, plus ID Theft Protection and Pet Insurance.
• Time to Recharge: Enjoy accrued paid time off, paid holidays, and Employee Assistance Plan (EAP) access, which includes counseling, financial, and legal services, along with a vast library of online resources.
• Invest in Yourself: Benefit from our Tuition Reimbursement Program for ongoing education and growth, plus CME/CEU and license reimbursements for eligible roles.

This is more than just a benefits package—it’s a commitment to your health, well-being, and professional success!

Learn more about Elica’s services and mission at our website or check us out on Facebook.

Requirements

WHAT ARE WE LOOKING FOR?

The successful candidate will be willing and able to: 

• Manage the Sr. Clinical Operations Director's calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and organize meeting agendas, take detailed minutes, and track action items.
• Handle incoming communications, including emails, phone calls, and correspondence, ensuring timely responses or forwarding as appropriate.
• Prepare, proofread, and format reports, presentations, and other documents as requested.
• Monitoring, reviewing and addressing any issues with Digital Data Loggers(DDL)
• Manage and update spreadsheets such as “Provider Productivity”, “List-Managers Guidance” , "Provider Attendance” etc…
• Assist with the preparation of operational and clinical performance reports.
• Support the development and implementation of clinical operations strategies, ensuring alignment with organizational goals.
• Coordinate and track departmental projects, ensuring deadlines and objectives are met.
• Assist with resource allocation, tracking clinical staff schedules, and organizing internal events or training sessions.
• Act as a liaison between the Clinical Operations Director and internal teams, including clinical staff and department heads.
• Ensure smooth communication across departments and assist in managing relationships with key stakeholders, both internal and external.
• Assist in preparing and sending communications to staff and stakeholders regarding changes in policies, procedures, or operations.
• Provide support for various clinical operational initiatives and assist with project management tasks.
• Track progress on clinical operational goals and objectives, providing regular updates and reports to the Clinical Operations Director.
• Conduct research and provide relevant information to support decision-making and process improvement.
• Handle sensitive and confidential information with the utmost discretion.
• Assist in maintaining compliance with healthcare regulations, internal policies, and organizational standards.
• Perform other administrative duties as required to support the  Senior Clinical Operations Director and ensure departmental success.
• Assist in preparing for audits, inspections, or regulatory assessments.

Qualifications, Experience and Essential Skills Requirements

Education and Experience: 

• Bachelor’s degree preferred or equivalent experience in administrative support, healthcare administration, or related field.
• Graduate from an accredited Medical Assisting program preferred.
• Previous clinical back office experience preferred. 
• Knowledge of Medicare, state, Health Information Portability and Accountability Act (HIPAA).
• Knowledge of health clinic workflow and process and procedures.
• Previous experience with health clinic documentation and reports.
• Ability to communicate effectively verbally and in writing; including presenting to large groups.
• Ability to prioritize effectively, manage time efficiently, and meet critical deadlines.
• Schedule flexibility and travel required to clinic locations
• Must have a valid driver’s license, vehicle insurance, and reliable transportation. 
• Expertise in Microsoft Office Suite and Google suite products 
• Previous experience with calendar management 

Skills: 

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Strong attention to detail with a high degree of accuracy.
• Knowledge of clinical operations and healthcare terminology is a plus.

Additional Requirements

• Must have a current and valid California driver’s license and the ability to provide proof of personal auto insurance on the vehicle driven during working hours.
• If selected for an employment opportunity with Elica Health Centers, external hires must provide proof of immunizations (Hepatitis B, MMR, Varicella & Tetanus), tuberculosis clearance, and proof of COVID-19 vaccination status* prior to their scheduled start date. Please be advised that this position is subject to criminal background investigation and drug screen.
• *Elica Health Centers is a healthcare facility that adheres to the mandates issued by the California Department of Public Health including the recent orders regarding the COVID-19 vaccine. Medical and religious exemptions will be considered.

Physical Requirements and Work Environment

The work environment is characteristic of a medical clinic environment. 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 frequently required to sit; use hands to handle or feel. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary : $25 - $32