Clinic Support Specialist

Job Title: Clinic Support Specialist
Location: Minneapolis, MN
Duration: 6 - 7 + month(s) with possibility of extension

Pay Range: $18 - $21/hr. on W2

Schedule Notes:

• Ideal Shift: 9:00 AM – 1:00 PM or 11:00 AM – 3:00 PM
• Hours: 20 hours per week

 
Job Summary:
Facilitates pre-appointment coordination for patients receiving specialty care. Coordinates with providers and the clinical care team to prepare for a successful visit. The Clinic Support Specialist will collect medical records, manage the RightFax process, and review and distribute incoming mail. Provides all other appointment coordination as needed.
 
Job Responsibilities:
Appointment & Visit Coordination:

• Coordinate care/information with the care team and/or administration.
• Secure all information pertinent to patient visits.
• Obtain internal and external records (e.g., medical records, imaging scans, pathology slides).
• Arrange courier services when necessary to obtain records.
• Complete intake documentation with accurate data to support registration, scheduling, and insurance reimbursement.
• Manage RightFax documents.
• Retrieve and distribute mail.
• Create and maintain accurate documentation.
• Coordinate patient information and care activities.
• Conduct telephone interviews, collect relevant data, assess, and prioritize record collection needs.

 
Communication:

• Communicate effectively with all levels of the healthcare team to ensure seamless service delivery.
• Use communication styles appropriate to patients, families, and staff.
• Deliver verbal and written communications clearly, concisely, accurately, and promptly.
• Follow agreed-upon scripting when speaking with patients.
• Adjust care and service approaches to reflect developmental levels of the population served (as applicable).
• Maintain respectful communication at all times.
• Partner with patients/caregivers and management in decision-making.
• Tailor care/service plans to meet individual patient/customer needs.

 
Required Skills & Experience:

• Prior experience in complex patient scheduling and registration in a clinic setting.
• 2–3 years of strong customer service experience.
• Basic research skills related to clinical trials.
• Proficiency in medical terminology.
• Strong attention to detail and excellent organizational skills.
• Broad knowledge of specialty service lines.
• Conflict management and problem-solving abilities.
• Critical thinking and prioritization skills.
• Excellent interpersonal and communication skills, including empathy.
• Ability to communicate and present clearly.
• Cultural sensitivity and awareness of patient needs.
• Excellent customer service skills.
• Understanding of patient confidentiality and HIPAA regulations.
• Ability to adapt interventions/education based on patient population.
• Recognition of communication barriers and ability to address them.
• Knowledge of corporate Code of Conduct.
• Maintains confidentiality and ensures a safe environment.
• Demonstrates integrity and alignment with the client's mission, vision, and values.
• Actively participates in process improvement.
• Ensures safety for both patients and staff.
• Positively engages with peers and team members.
• Completes required training and maintains certifications.
• Keeps up to date with HIPAA and other compliance training.