Clinical Associate II

Our Mission
Formerly known as the Ellison Institute of Technology Los Angeles, the Ellison Medical
Institute strives to spark innovation, leverage technology, and drive interdisciplinary, patient-centered research to continually enhance health, reimagine and redefine cancer care, and transform lives.

Established in 2016 as a medical research and development center, the Institute features innovation labs for artificial intelligence and molecular analytics and was among the first organizations to vertically integrate the interdisciplinary study and treatment of disease. We offer multifaceted programs, including a preventative medicine and cancer clinic, cross-disciplinary research laboratories, a health policy think-tank, and community outreach and educational programs.

Please visit emila.org for more details.

Job Summary
The Ellison Medical Institute is seeking a reliable and detailed-oriented front office administrator to join its Oncology and Preventative Health clinic. The Clinical Associate II is a key member of the clinic, responsible for supporting efficient, accurate, and well-coordinated front office operations within the clinic.

This position performs advanced administrative duties and oversees specialized coordination tasks to ensure seamless patient experience and smooth clinic workflow. Responsibilities include managing complex referral processes for imaging, procedures, and specialty services, submitting prior authorizations, maintaining essential patient tracking systems, and upholding clear communication with patients throughout the process.

In addition, the Clinical Associate II assists with maintaining accurate clinic documentation and supports staffing training to promote consistency, compliance, and adherence to established procedures.

Why Join Us:

• Mission-Driven Impact: Join a collaborative oncology and preventative medicine team where clinical care, research, and a broad range of other disciplines come together to continually enhance health, reimagine and redefine cancer care, and transform lives.
• Patient Experience: Help create a seamless, supportive experience for patients by streamlining processes and guiding patients through referrals, helping make healthcare more accessible, efficient, and compassionate.
• Data Management: Contribute to accurate collection, review, and tracking of clinical data and documentation using EHR systems.

• Referral & Authorization Coordination: Coordinate referrals for imaging, procedures, and specialty services, including initiating requests, scheduling, and tracking referrals through completion. Submit and monitor prior authorization requests, ensuring required clinical documentation is complete, and communicate authorization determinations promptly to patients, providers, and external facilities.
• New Patient Referrals & Registration: Process incoming patient referrals, including registration, insurance verification, and accurate demographic entry. Obtain any required authorizations and medical records prior to appointment.
• Medical Records Management: Receive, review, and upload medical records for new and established patients, ensuring accuracy and completeness within the electronic health record (EHR). Serve as the primary contact for medical record requests and coordinate processing and tracking with Providence as appropriate.
• Front Office Operations & Patient Support: Support daily clinic operations by managing phone and electronic communications and providing front desk coverage as needed. Prepare self-pay estimates and maintain office supply inventory to support efficient clinic flow.
• Administrative Support: Provide general administrative support to promote efficient front-office operations. Assist providers with scheduling internal and external meetings and preparing related materials as needed.

• Required Education: High School Diploma / GED required; Associate's Degree preferred.
• Required Experience: A minimum of 2 years of experience in a medical front office or outpatient clinical setting is required. Relevant experience should include scheduling appointments, processing referrals and authorizations, working with electronic health record (EHR) systems, and performing administrative duties in support of patient care.

• • Strong verbal and written communication skills.
  • Excellent organizational skills and attention to detail for accurate maintenance of patient records and communications.
  • Proficiency in electronic health records (EHR) systems and office software, including Microsoft Office Suite and Outlook.
  • Critical thinking and problem-solving skills.
  • Knowledge of and adherence to privacy regulations, including HIPAA.
  • Ability to maintain discretion and confidentiality.
  • Effective time management to handle multiple tasks and prioritize responsibilities.
  • Attention to compliance and regulatory requirements.
  • Patience and empathy in addressing patient inquiries and concerns.
  • Team collaboration and adaptability.

The Ellison Medical Institute is an equal opportunity employer. We believe that an inclusive, collaborative team environment is just as important to our mission as stethoscopes and microscopes. We strive to always provide employees a supportive atmosphere, so they feel confident taking creative risks toward innovation. The Ellison Medical Institute values emotional intelligence and communication with empathy and respect for others. We seek to build a diverse group of people who are curious, have a deep sense of responsibility, and the grit needed to achieve excellence.

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