Charlene Capistrano
Santa Clara Valley Medical Center — Provider Support Services
San Jose,USA
19
years of professional experience
Healthcare Administrative Professional experienced in clinical and administrative roles within health and hospital systems. Delivered organizational efficiency and departmental success through expertise in ambulatory care operations, physician support services, and compliance oversight. Focused on optimizing workflows and supporting medical leadership, while fostering collaboration and maintaining confidentiality.
Work History
Clinical Administrative Support Officer II
2 Years 4 Months- Oversee administrative operations across Acute Psychiatry, Primary Care, Urgent Care, and Pediatric Specialties.
- Supervised administrative staff, ensuring task delegation aligned with county policies and union contracts to maintain operational integrity.
- Manage departmental budget as Cost Center Manager; oversee inventory control.
- Process departmental payroll, ensuring accuracy and compliance.
- Compiled data and drafted reports using Epic/HealthLink, MS Access, and Excel for accrediting bodies, supporting compliance and accreditation processes.
- Oversee physician recruitment, hiring, onboarding, licensure verification, ePAR processes, and payroll.
- Liaise with Medical Staff Office and screening committees for credentialing, appointment, and reappointment.
- Liaised with Medical Staff Office and screening committees for credentialing, appointment, and reappointment, facilitating timely and accurate physician credentials management.
- Coordinate CME activities, including Grand Rounds, documentation, travel, and physician education funds.
- Draft agendas, assemble documents, take minutes, and support multiple medical staff committees.
Clinical Administrative Support Officer I
4 Years 7 Months- Performed duties similar to Officer II in expanded role
- Oversaw administrative functions across multiple hospital service lines to ensure operational efficiency.
- Managed staff scheduling, payroll, compliance monitoring, and HR support to uphold regulatory standards and fiscal integrity.
- Coordinated physician recruitment, credentialing, and meeting logistics to enhance departmental effectiveness.
- Maintain sensitive records, liaise with Medical Staff Office, and ensure adherence to regulatory standards.
- Manage multi-site clinic operations using Epic/HealthLink, AMION, Kronos, and Microsoft Office tools.
Medical Administrative Assistant II
5 Years 1 Month- Managed payroll and physician time reports, analyzing 106 provider reports via Kronos to ensure accuracy and compliance.
- Approve/manage payroll and physician time reports. analyze 106 provider reports via Kronos.
- Handled last-minute schedule changes, ensuring accuracy in Epic/HealthLink and AMION for seamless operations.
- Maintain on-call schedules, audit physician assignment logs, and ensure real-time updates.
- Track license renewals, PD leave, CME registrations, certifications, and travel arrangements.
- Assisted with HR onboarding/offboarding processes, maintaining personnel files and benefits while facilitating conflict resolution.
- Maintain TB, immunization, and N-95 compliance records.
- Provide EMR support, troubleshoot equipment issues, maintain sensitive records.
Medical Administrative Assistant I
8 Months- Collected and submitted timecards; tracked physician time-off and premium pay to ensure accurate payroll processing.
- Assist HR with onboarding/offboarding, compliance tracking, and personnel file management.
- Prepared meeting materials and minutes; coordinated license renewals and CME activities to support ongoing professional development.
- Prepare meeting materials and minutes; support license renewals and CME coordination.
- Managed travel arrangements, supply orders, IT support, interview coordination, and maintenance of confidential records to streamline administrative operations.
Lead Medical Assistant
6 Years 6 Months- Prepared patients for exams, gathered vitals and medical histories, and performed basic lab tests and ECGs to ensure comprehensive patient evaluation.
- Assisted providers during exams and educated patients on medications and treatments to enhance understanding and adherence.
- Managed specimen preparation, maintained supply inventory, and ensured exam room readiness to facilitate efficient clinic operations.
- Schedule physician/resident appointments; maintain EMR data; troubleshoot issues.
- Support medical home model meetings and assist Medical Director with clinic workflow.
- Maintain confidentiality and ensure compliance with regulations.
Medical Assistant Supervisor II
2 Years 4 Months- Trained new employees, contributed to hiring decisions, and conducted annual staff evaluations to enhance team effectiveness.
- Managed staffing, approved overtime requests, and ensured adherence to department budget guidelines to maintain operational efficiency.
- Verify patient information, take vitals, assist in exams, prepare lab specimens, administer medications.
- Maintain confidentiality and ensure compliance with legal standards.
- Documented patient exams, handled insurance and billing processes, and managed supply inventory to support seamless patient care.
- Participate in professional development and adhere to JCAHO and regulatory requirements.
Education
Associate’s degree - Computer Business Administration, Electronic Technology
Vocational Certificate - Medical Assistant
Vocational Certificate - Phlebotomy
Certificate - Lab Assistant
Skills
Clinical & Administrative Operations
Physician Scheduling (Epic/HealthLink
AMION)
Payroll & Timekeeping (Kronos)
Compliance & Credentialing
Budget & Cost Center Management
Supervisory Leadership & Training
CME & Physician Education Fund Management
Travel Coordination
Medical Staff Committee Support
EMR Systems (Epic/HealthLink
ClinWeb)
Proficient in Microsoft Office Suite
Patient Care Support & Clinic Operations
Personnel Management (Onboarding/Offboarding)
Data Compilation
Reporting & Audits
Timeline
Clinical Administrative Support Officer II
Santa Clara Valley Medical Center — Provider Support Services
04.2024 - CurrentRead More
Clinical Administrative Support Officer I
Santa Clara Valley Medical Center — Provider Support Services
01.2022 - CurrentRead More
Medical Administrative Assistant II
Santa Clara Valley Medical — Internal Medicine Department
12.2016 - 01.2022Read More
Medical Administrative Assistant I
Santa Clara Valley Medical — Internal Medicine Department
04.2016 - 12.2016Read More
Lead Medical Assistant
Santa Clara Valley Medical — Moorpark Internal Medicine
10.2009 - 04.2016Read More
Medical Assistant Supervisor II
Palo Alto Medical Foundation — Redwood City Women’s Health (OB/GYN)
06.2007 - 10.2009Read More
Institute of Business and Technology
Certificate from Lab Assistant
Read More
Boston Reed
Vocational Certificate from Phlebotomy
Read More
Bryman College
Vocational Certificate from Medical Assistant
Read More
Heald College
Associate’s degree from Computer Business Administration, Electronic Technology
Read More