Medical Office Specialist

About the Role

As a Medical Office Specialist at Hackensack Meridian Health, you will perform a variety of secretarial and administrative duties for the outpatient medical office, focusing on front desk functions in an ambulatory setting. This role ensures patients receive excellent care, satisfaction, and support during check-in, scheduling, registration, check-out, and post-visit follow-up.

Responsibilities

• Promote patient satisfaction through friendly and helpful interactions, escalating any issues to leadership.
• Greet patients and visitors courteously and manage the check-in/check-out process, including:
  • Verifying demographic information and insurance cards.
  • Collecting copayments and applicable balances.
  • Verifying insurance eligibility and ensuring referrals are obtained (for specialty offices).
  • Ensuring patients complete required paperwork (e.g., face sheet, ABN, HIPAA forms).
  • Accurately entering patient data into the EMR, including downloading specific health data as needed.
  • Assisting patients with e-check-in, iPads, kiosks, and other tools.
• Monitor and manage all steps in the EMR system, including scheduling, cancellations, reconciling registration errors, and providing referral information to optimize provider scheduling.
• Handle all communications (EMR, phone, email, RightFax) courteously and consistently, interpreting routine policies and resolving issues without manager intervention when possible.
• Review and distribute daily mail to appropriate staff.
• Prepare documents, file reports, and maintain patient confidentiality.
• Prioritize tasks and follow up with peers to ensure high-quality patient care.
• Provide procedure preparation and instructions to patients as needed.
• Reconcile payments for accurate daily bank deposits and sign/date completed receipts.
• Address front-end needs (e.g., office supplies, equipment) and escalate issues to the Practice Manager.
• Travel to other locations for coverage as required.
• Perform other duties or projects as assigned.
• Adhere to HMH organizational competencies and standards of behavior.

Requirements

• High School diploma, GED, or equivalent experience.
• 1+ years of experience working with the public in a customer service setting.
• Ability to manage multiple tasks in a fast-paced, visible environment while maintaining professionalism under stress.
• Strong time management and ability to navigate competing priorities.
• Must be able to travel to various locations and have reliable transportation.
• Proficient computer skills, including Microsoft Office and/or Google Suite.
• Excellent written and verbal communication skills.

Qualifications (Preferred)

• Associate’s Degree.
• Minimum of 1 year of related work experience in a physician practice or hospital setting.
• EMR/EHR experience.
• Prior clerical training or knowledge.

Pay

Starting rate of $21.73 per hour. The final base compensation may vary based on factors such as labor market data, experience, education, certifications, skills, geographic location, internal equity, and budget considerations. Some roles may also be eligible for performance-based incentives, bonuses, commissions, or shift differentials for evening, night, or weekend shifts.

Benefits

Hackensack Meridian Health offers a comprehensive benefits package for full-time and part-time (20+ hours/week) employees, including:

• Health, dental, and vision coverage.
• Paid leave.
• Tuition reimbursement.
• Retirement benefits.