Orthopedic Specialists of Oakland County (OSOC)

Reports To: Practice Administrator, then Physician (Dr. Andrew Ames)

Location: Bloomfield, Clarkston, or Lake Orion (cross-site coverage required)

Status: Full-Time, Non-Exempt

Pay Range: Negotiable, starting at $25/hr

Position Summary

The Scribe & Clinic Flow Coordinator is a high-ownership role built to keep a high-volume orthopedic clinic accurate and efficient. This person owns two things above all: (1) the physician’s clinical documentation—real-time documentation, order entry, and completed clinical and work notes, each ready for signature—and (2) clinic flow, keeping the physician one room ahead so there is no stopping at a workstation between patients. They work within ModMed Scribe 2.0, which captures the visit and drafts orders in real time, but they remain responsible for the finished note. Alongside this, they own in-office patient scheduling and same-day add-on triage during clinic. The role is designed for someone fast, deeply organized, clinically fluent, and comfortable directing the flow of a busy clinic day.

Key Responsibilities

Real-Time Documentation, Order Entry & Clinical Notes (Core Accountability)

• Own the physician’s clinical documentation for every visit—responsible for real-time documentation, order entry, and completing clinical and work/school notes
• Work within the ModMed Scribe 2.0 ambient workflow: the AI captures the encounter and drafts the note and orders in real time; this person reviews, corrects, and completes the documentation and remains accountable for the finished note
• Ensure every note is accurate, complete, and ready for the physician’s signature by the end of the clinic day, so the full day’s notes can be reviewed and signed in a single batch queue; the physician signs at end of day or before the following day
• Enter all orders (imaging, DME, injections, medications, referrals, work/school notes) in real time so they are in the system before the patient checks out—enabling front desk to provide scheduling information and book follow-up appointments at checkout
• Ensure the note and entered orders are accurate, including catching AI errors in laterality/side, medication and dosing, and imaging study before finalizing
• Downstream order verification (confirming an order transmitted or was scheduled) is handled by others; this role is responsible for accurate, timely entry, not downstream verification

Disability Paperwork

• Prepare disability and related administrative paperwork accurately for physician review and signature
• Completed primarily on operating/non-clinic days, with a target turnaround of approximately one week; these forms do not need to be completed same-day
• Gather the clinical information each form requires and route completed paperwork for signature and return

In-Room Support & Visit-to-Visit Flow (Core Accountability)

• Stay one patient ahead at all times: while in the current room, prepare the next room so the physician can walk directly in—imaging and films pulled up, X-rays displayed, all systems logged in and ready
• Eliminate between-room dead time; the physician should never stop at a workstation to hunt for information or log into a second system
• Listen during the visit to understand the plan (discuss-results vs. new complaint, etc.) and anticipate what the next room needs
• Take a quick verbal handoff on exit while the MA rooms the next patient and enters a brief synopsis for physician review

Same-Day Add-Ons & Live Scheduling Triage

• Serve as the point person for add-on, same-day, urgent, and emergent scheduling requests.
• Triage incoming requests in real time, determine priority, and slot or intelligently double-book where timing allows (e.g., a same-day pediatric wrist fracture)

In-Office Patient Scheduling (8:00 AM – 5:00 PM)

• Own the physician’s in-office patient schedule during clinic hours

Pre-Clinic Imaging & Results Readiness (Day-Before Standard)

• Confirm that every patient with advanced imaging has the report and disc/digital access available at least the day before the visit—MRIs, Striker/CT hip maps, bone scans, outside studies
• Obtain missing records or reports in advance; if a study or report will not be ready, flag it and reschedule rather than have the physician read an unreported study live
• Ensure every discuss-results appointment is fully prepared before the physician walks in

Clinic-Day Coordination & Team Direction

• Works alongside the lead medical assistant and the physician’s surgery scheduler

Operating-Day (Non-Clinic) Responsibilities

• On the physician’s operating days, optimize upcoming clinic schedules
• Verify that every upcoming discuss-results visit has its imaging, reports, and prior records ready
• Complete outstanding work comp / FMLA / disability paperwork and clear follow-up so each clinic opens ready

Quality & Compliance

• Maintain strict HIPAA compliance and patient confidentiality
• Document to the standard required for accurate orthopedic coding and billing (CPT/ICD-10 context, modifiers, global periods)
• Participate in chart audits and process-improvement initiatives as requested

Qualifications Required

• Bachelor’s degree or higher
• Minimum 1 year of experience in a medical office, clinical, or healthcare administrative role
• Strong typing and real-time documentation ability
• Strong organization and the ability to manage competing priorities and make quick decisions in a high-volume environment
• Comfort working within an ambient AI documentation workflow
• Excellent written and verbal communication skills
• Proactive, ownership-oriented mindset

Preferred

• Prior experience as an athletic trainer, scribe, MA, or clinic coordinator in orthopedics or a surgical specialty
• Familiarity with orthopedic terminology, anatomy, and common procedures
• ModMed experience
• Comfort navigating urgent, unplanned situations with good judgment

Schedule & Physical Requirements

• Full-time; in-clinic and in-room throughout the physician’s 2-3 clinic days; operating/non-clinic days focused on schedule optimization, paperwork, and clinic preparation
• Cross-site coverage across Bloomfield, Clarkston, and Lake Orion; reliable transportation required
• Must arrive before the first scheduled patient to complete pre-clinic prep
• Ability to stand, walk, and move between exam rooms for extended periods throughout the clinic day

Pay: From $25.00 per hour

Benefits:

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

Work Location: In person