Medical Office Specialist

Old Dominion University’s Department of Family Medicine is seeking a detail-oriented Medical Office Specialist to support daily clinic operations and ensure a seamless, positive patient experience.

About the role

The Medical Office Specialist manages essential administrative functions—revenue-cycle support, patient financial inquiries, medical-record processing, and a multi-line phone system—while maintaining strict HIPAA compliance and patient confidentiality.

Responsibilities

• Lead front-desk operations with strong critical thinking to ensure accurate patient intake, efficient clinic flow, and a positive first impression.
• Verify insurance, collect required documentation, and maintain HIPAA compliance.
• Proactively resolve scheduling, eligibility, and workflow issues to prevent delays.
• Coordinate referrals with precision, ensuring required documentation and authorizations are complete; track progress and escalate barriers.
• Provide clear, accurate financial guidance to patients regarding insurance benefits, copays, and billing questions.
• Support the revenue cycle by ensuring correct insurance capture, clean check-ins, and timely payment collection to reduce denials.
• Identify discrepancies or risks and escalate issues that may affect reimbursement or patient clarity.
• Manage a high-volume, multi-line phone system with professionalism and accuracy; perform detailed triage to achieve a “one-touch” experience.

Requirements

• Computer literacy and proficiency.
• Understanding of HIPAA regulations and patient confidentiality standards.
• Ability to multitask in a fast-paced environment with attention to detail.
• Effective verbal and written communication skills.
• Professionalism under pressure, problem-solving, critical thinking, and empathy.
• Patient-centered, team-oriented approach.

Preferred Qualifications

• Strong critical-thinking skills and excellent communication.
• Experience with medical office operations, EHR systems, and basic revenue-cycle processes.
• A “one-touch” resolution mindset.
• Certified/Registered Medical Assistant certification (not required but highly beneficial).