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Vein Clinics of America

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Office Operations Specialist I - Medical Office
Job#: 006-13
Positions: 1
Posted: 02/04/2013
Job Type: Full Time
Location: Columbia, MD
Department: Operations
Category: Clinic
Salary: Hourly
Benefits: Full Benefits
Contact: Human Resources
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Job Description

For over 30 years, Vein Clinics of America (VCA) has been dedicated to the treatment of all aspects of Varicose Vein Disease (VVD).  Acknowledged as experts in the field, VCA has helped lead advances in the treatment of VVD.  And with over 50 clinics open across 15 states, we’re growing!  Currently, VCA is seeking a patient-focused administrative specialist (Operations Specialist I), with experience in medical office operations, to support our clinics in Maryland.  These include clinics in AnnapolisChevy Chase, Rockville, Columbia and Timonium.


Responsibilities in this position include the following:


  • As assigned, travel to various clinics to fill-in, backup, assist and/or temporarily work at various clinics.
  •  Prepare and maintain charts for new and existing patients, verifies all information is correct and up to date.
  •  Issue Patient Information, Health History and all other pertinent form’s to consults/patients as they sign in. Assist consults / patients with the completion of the forms as necessary. 
  • Greet patients and escort them to the exam rooms.      
  • Become proficient with VCA's computer hardware and software programs, i.e. VPA and Outlook.  
  • Answer the phones, according to VCA policy & procedure. 
  • Input patient transactions into VPA at the time of service. Update patient information, scan insurance card / picture ID, enter office notes, charges and payment information. 
  • Verify and update patient’s insurance benefits and assist OM in obtaining authorizations. 
  • Assist the OM with Accounts Receivable to ensure clinic is within company target – collection at time of service and insurance follow up. 
  • Become proficient with, and be prepared to assist the OM in all practice building functions of the clinic to ensure all company targets are met- including  inquiry/consult conversion, consult/initial conversion, map conversion, 2ndleg starts and non-convert follow-up. 
  • Become familiar with, and be prepared to, complete and transmit all daily, weekly and monthly financial reports. 
  • Be prepared to close-out the clinic at the end of the day. Daily close should include financial reconciliation, daily deposits, report preparation, transmission.            
  • Be prepared to open the clinic at the beginning of the day. 
  • Be prepared to stagger your schedule with the OM to provide continuous administrative support during the patient schedule. 
  • Constantly practice and promote good patient relations. 
  • At the discretion of the Office Manager, the Office Assistant will be trained to assist the clinical staff in some clinical duties such as photos and consents, cleaning rooms, holding pressure, preparation of supplies and stocking rooms. 
  • In the absence of the Office Manager, be prepared to oversee the day-to-day operations of the practice. 
  • All other Duties as assigned by the Office Manager or Regional Manager.






  • Experience using medical software and patient scheduling systems preferred.
  • Familiarity with automated office systems
  • Strong communication, interpersonal, and organizational skills
  • Excellent patient services skills
  • Prefer prior experience working in a medical environment
  • Bachelor’s degree preferred
  • Bilingual English/Spanish would be a plus
  • Reliable transportation.  This position will require local travel to all of the clinics within the assigned region.



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