Medical Data Specialist (Front Desk Receptionist)

About the role

The Front Desk Medical Data Specialist serves as a key member of the Student Health Services administrative team, handling high-volume front-line services and supporting clinical providers.

Responsibilities

• Receives patients/students as they present to the clinic, and navigates them through the check-in and check-out process, ensuring a welcoming, efficient, and accurate experience.
• Collects, processes, and maintains patient records and clinical data in compliance with HIPAA and SHS policies.
• Completes medical record requests, scans documentation in a timely manner, and manages annual record archiving requirements.
• Reviews appointment schedules, billing documentation, and data accuracy, and identifies discrepancies and reports them to supervisors.
• Provides direct support for patients and staff regarding medical records and data inquiries.
• Serves as a backup administrative user for designated systems (e.g., Vonage, CareNet), and ensures triage documents are received and filed appropriately.
• Serves as a backup administrative user for designated systems (e.g., Vonage, CareNet), and ensures triage documents are received and filed appropriately.
• Assists with data audits, reporting, and quality improvement initiatives to ensure compliance and operational efficiency.
• Generates standard and ad hoc reports for leadership review.
• Participates in monitoring online payment reviews, cash audits, and billing reconciliation to support accurate financial and clinical documentation.
• Captures and files incoming correspondence and documents.
• Coordinates with the Office Manager and Associate Administrative Director to ensure workflows, documentation, and communication processes run smoothly.
• Supports the upkeep of administrative tools, shared office resources, and clinic documentation systems.
• Participates in SHS committees, and contributes to quality improvement projects by analyzing data and proposing solutions.
• Assists with onboarding new SHS employees by preparing welcome materials and system access.
• Documents team meeting minutes and helps coordinate communication across administrative and clinical teams.
• Completes special projects as assigned, to support clinic operations, staff training, and team development.
• Supports divisional planning initiatives and other special projects as assigned.
• Participates in University Life divisional meetings, initiatives, and in-person events to stay connected with divisional and institutional priorities, and to foster a cross-unit collaboration.
• Participates in professional development workshops and training sessions for staff across the division to promote continuous learning and skill enhancement.
• Stays informed about best practices, research, and emerging trends in higher education and student support services to ensure SHS remains innovative and responsive to the evolving needs of the student body.
• Performs other related duties as assigned.

Requirements

• High school diploma or equivalent.
• Experience providing effective customer service in a busy office or reception environment.
• Experience using Microsoft Office, including Outlook and Excel.
• Knowledge and understanding of front office procedures in a primary care clinic setting.
• Knowledge of electronic medical records (EMR) and records management.
• Knowledge of point of service payment processing, patient check-in, and patient-out procedures.
• Basic understanding of medical terminology.
• Demonstrated effective interpersonal and communication skills.
• Demonstrated organizational skills with ability to handle multiple tasks simultaneously.
• Ability to work effectively with the flexibility to adapt to individual and group work dynamics.