Clinical Office Coordinator

The Epilepsy Clinical Coordinator supports the delivery of coordinated, patient-centered care for the epilepsy division at Keck USC. The candidate will work closely with our epileptologists, physician assistant, nurses, EEG technicians, social workers, pharmacists, and surgical teams. The coordinator will help patients navigate evaluation, treatment, testing, hospitalization, and follow-up.

The coordinator serves as a primary point of contact for patients and families, facilitates communication among members of the multidisciplinary epilepsy team, and promotes continuity of care across outpatient, inpatient, and community settings. This is essential to promote smooth and timely surgical care and is expected to increase overall surgical volume of the program.

Essential Responsibilities

Clinical Care Coordination

• Assist with coordinating new-patient evaluations, and follow-up visits as needed

• Coordinate and triage diagnostic testing, and flow of patient care through the surgical pathway

• Organize and run our weekly surgical epilepsy cue – a meeting in which all current medically refractory epilepsy patients being worked up for surgery are triaged and discussed

• Review referrals and collect relevant medical records, including neurology notes, seizure histories, medication lists, EEG reports, imaging studies, neuropsychological evaluations, and prior hospitalization records.

• Help coordinate care following emergency department visits, hospitalizations, breakthrough seizures, or changes in treatment.

Epilepsy Monitoring and Diagnostic Services

• Collaborate with inpatient teams regarding patient scheduling, discharge planning, and post-discharge follow-up.

• Coordinate routine EEG, ambulatory EEG, video EEG monitoring, MRI, PET, SPECT, MEG, neuropsychological testing, and other diagnostic procedures as ordered.

• Track completion of testing and ensure results are available to the treating team.

Epilepsy Surgery and Advanced-Therapy Coordination

• Support the presurgical evaluation process for patients with drug-resistant epilepsy.

• Track surgical conference recommendations and facilitate communication of the care plan to patients, families, and referring providers.

• Coordinate appointments related to intracranial monitoring, epilepsy surgery, vagus nerve stimulation, responsive neurostimulation, deep brain stimulation, and other advanced therapies.

• Assist with postoperative or post-implantation follow-up and device-clinic coordination.

Patient and Family Support

• Identify psychosocial, transportation, financial, insurance, language, school, employment, and medication-access barriers.

• Refer patients to social work, behavioral health, case management, financial counseling, community organizations, and epilepsy-support resources as appropriate.

• Promote culturally responsive, trauma-informed, and family-centered care.

Communication and Collaboration

• Facilitate communication among patients, families, referring clinicians, primary care providers, emergency departments, pharmacies, schools, employers, and community agencies.

• Participate in multidisciplinary meetings, case conferences, quality-improvement activities, and program-development initiatives.

• Support handoffs between pediatric and adult epilepsy services when applicable.

• Assist with obtaining medical forms, seizure action plans, school documentation, disability paperwork, and work-related documentation according to organizational policy.

Program Operations and Quality Improvement

• Maintain patient tracking systems, referral lists, testing status, admission schedules, and follow-up requirements.

• Monitor relevant program metrics, such as referral volume, wait times, completed testing, missed appointments, hospital readmissions, and patient outcomes.

• Help identify workflow gaps and participate in process-improvement projects.

• Assist with patient-education events, support groups, outreach initiatives, research activities, or clinical-trial coordination when assigned.

• Protect patient confidentiality and comply with HIPAA, institutional policies, and applicable regulatory requirements.

Reporting Structure

The Epilepsy Clinical Coordinator typically reports to the Medical Director of the Epilepsy Program, or another designated clinical leader.

Performance Expectations

Success in this position is demonstrated by timely coordination of care, accurate documentation, effective patient communication, reduced delays in testing and treatment, completion of follow-up plans, strong interdisciplinary collaboration, and positive patient and family experiences.

Follows established USC and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.

This position is hybrid and employee must report to work at the USC Health Science Campus in Los Angeles, CA when scheduled. Work hours and on-site days may be subject to change depending on business needs.

The hourly rate for this position is $28.18 - $ 31.25. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Minimum Education: Bachelor's degree Addtional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 2 years in an office setting. Minimum Skills: Experience with billing and compliance. Familiarity with clinical operations. Proven ability to practice discretion with confidential information. Research skills. Excellent written and oral communication skills. Preferred Education: Master's degree Preferred Certifications: Relevant medical services certifications/licenses (e.g., certified coder, biller, quality improvement). Preferred Experience: 4 years Preferred Skills: Experience with billing and compliance in a clinical university environment. Experience with credentials necessary for medical staff and providers. Experience with data analysis and reporting.