Medical Office Specialist

About the role

The Medical Office Specialist performs 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

• Promotes patient satisfaction through friendly and helpful interactions; escalates potential issues to leadership.
• Greets patients and visitors courteously and manages the check-in/check-out process, including:
  • Verifying demographic information and insurance cards.
  • Collecting copayments and applicable balances; verifying insurance eligibility.
  • Ensuring referrals are obtained (specialty offices).
  • Assisting patients with paperwork (e.g., face sheet, ABN, HIPAA forms).
  • Accurately entering patient data into the EMR; downloading health data as needed.
  • Providing assistance with e-check-in, iPads, kiosks, and other tools.
• Monitors and manages EMR tasks, including scheduling, cancellations, registration error reconciliation, and referral information to optimize provider scheduling.
• Handles all communications (EMR, phone, email, RightFax) courteously and interprets routine policies/procedures.
• Resolves routine matters independently; escalates non-routine issues appropriately.
• Reviews and distributes daily mail to staff in a timely manner.
• Prepares documents, files reports, and maintains patient confidentiality.
• Prioritizes and follows up on tasks to ensure high-quality patient care.
• Reviews procedure preparation and instructions with patients as needed.
• Reconciles payments for accurate daily bank deposits; signs and dates completed receipts.
• Addresses front-end needs (e.g., office supplies, equipment) and escalates issues to the Practice Manager.
• May travel to provide coverage at other locations.
• Performs other duties/projects as assigned.
• Adheres to HMH organizational competencies and standards of behavior.

Qualifications

Required

• High school diploma, GED, or equivalent experience.
• 1+ years of customer service experience working with the public.
• Ability to manage multiple tasks in a fast-paced, visible environment while maintaining professionalism under stress.
• Strong time management and ability to prioritize competing demands.
• Must be able to travel to various locations; reliable transportation required.
• Proficient computer skills (e.g., Microsoft Office, Google Suite).
• Excellent written and verbal communication skills.

Preferred

• Associate’s degree.
• 1+ years of experience in a physician practice or hospital setting.
• EMR/EHR experience.
• Prior clerical training or knowledge.

Pay

Starting rate: $20.64 per hour. The posted rate is a reasonable good-faith estimate of the minimum base pay at the time of posting and may vary based on factors such as labor market data, experience, education, skills, geographic location, internal equity, budget, and grant funding. Full-time and part-time (20+ hours/week) positions may include shift differentials for evening, night, or weekend work, as well as eligibility for performance-based incentives, bonuses, or commissions.

Benefits

HMH offers a comprehensive benefits package for eligible employees, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.