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. Your role is crucial in ensuring patients receive excellent care, satisfaction, and a seamless experience during check-in, scheduling, registration, and check-out, as well as supporting patients post-visit for any appointment needs or concerns.

Responsibilities

• Promote patient satisfaction through friendly and helpful interactions with patients and visitors; communicate potential issues to direct leaders.
• Greet patients and visitors promptly and courteously.
• Manage the patient check-in and check-out process, including:
  • Obtaining and verifying required demographic information (e.g., date stamp, copy insurance card).
  • Collecting copayments and applicable balances; verifying insurance eligibility.
  • Ensuring appropriate referrals are obtained (specialty offices).
  • Ensuring patients complete necessary paperwork (e.g., face sheet, ABN, HIPAA forms).
  • Accurately entering patient demographic information into the EMR.
  • Downloading specific health data into the EMR, depending on specialty.
  • Assisting patients with e-check-in, iPads, kiosks, and other tools as needed.
• Monitor and address all steps in the electronic medical records system (EMR) to support the practice, including scheduling, cancellations, reconciling registration errors, and providing referral information; escalate issues to optimize provider scheduling.
• Receive and direct all communications courteously and consistently (e.g., EMR, phone, email, RightFax), interpreting routine policies and procedures.
• Resolve routine matters independently; escalate non-routine issues to the department manager in a timely manner.
• Review and distribute daily mail correspondence to appropriate staff.
• Prepare documents, file reports, and maintain patient confidentiality.
• Prioritize and follow up on tasks to ensure high-quality patient care.
• Review procedure preparation and instructions with patients as needed.
• Reconcile all forms of payment for accurate daily bank deposits; sign and date completed daily cash/payment receipts.
• Address overall front-end needs; escalate issues (e.g., low office supplies, equipment needs) to the Practice Manager or designee.
• Travel to other locations to provide coverage as required.
• Perform other duties and projects as assigned.
• Adhere to HMH organizational competencies and standards of behavior.

Requirements

• High School diploma, general equivalency 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 and confidence in stressful situations.
• Strong ability to navigate competing priorities and manage time efficiently.
• Must be able to travel to various locations; reliable transportation is required.
• Proficient computer skills, including Microsoft Office and/or Google Suite platforms.
• Excellent written and verbal communication skills.

Preferred Qualifications

• 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 $20.64 per hour. The posted rate is a reasonable good-faith estimate of the minimum base pay for this role at the time of posting and may vary based on factors such as labor market data, experience, education, certifications, skills, geographic location, internal equity, budget, and grant funding. Some positions 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.