Medical Office Specialist - Ears, Nose, and Throat - Physician Practice

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, check-out, and post-visit support.

Responsibilities

• Promote patient satisfaction through friendly, helpful interactions and address any potential issues with direct leaders.
• Greet patients and visitors courteously and manage the check-in/check-out process.
• Obtain and verify required demographic information, including insurance cards, and collect copayments or applicable balances.
• Verify insurance eligibility and ensure appropriate referrals are obtained for specialty offices.
• Assist patients with paperwork, including face sheets, ABNs, and HIPAA forms.
• Accurately enter patient demographic information into the Electronic Medical Records (EMR) system and download specific health data as needed.
• Provide assistance with e-check-in, iPads, kiosks, and other patient support tools.
• Monitor and manage all steps in the EMR system, including scheduling, cancellations, reconciling registration errors, and providing referral information.
• Escalate issues to optimize provider scheduling.
• Handle all communication (EMR, phone, email, RightFax) courteously and consistently, interpreting routine policies and procedures.
• Resolve routine matters independently and escalate others as needed.
• Review and distribute daily mail correspondence to appropriate staff in a timely manner.
• 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 and sign/date completed receipts.
• Manage overall front-end needs and escalate issues such as low office supplies or equipment needs to the Practice Manager.
• 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, 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 platforms.
• 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 posted rate is a reasonable good faith estimate of the minimum base pay for this role and may vary based on factors such as labor market data, experience, education, skills, geographic location, internal equity, and budget considerations. Some positions may also be eligible for performance-based incentives, bonuses, commissions, or shift differentials for evening, night, or weekend work.

Benefits

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

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