Medical Office Specialist - Family Practice - Physician Practice

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 the 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.
• Obtains and verifies demographic information, including insurance cards and copayments.
• Verifies insurance eligibility and ensures appropriate referrals are obtained (specialty offices).
• Ensures patients complete required paperwork (e.g., face sheet, ABN, HIPAA forms).
• Accurately enters patient demographic information into the EMR; may download specific health data.
• Assists patients with e-check-in, iPads, kiosks, and other tools as needed.
• Monitors and manages EMR tasks, including scheduling, cancellations, registration error reconciliation, and referral information.
• Receives and directs communications (EMR, phone, email, RightFax) while interpreting routine policies and procedures.
• Resolves routine matters independently; escalates non-routine issues appropriately.
• Reviews and distributes daily mail and prepares documents/files reports as needed.
• Maintains patient confidentiality at all times.
• 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 and signs/dates completed receipts.
• Manages 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 and projects as assigned.
• Adheres 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 with reliable transportation.
• Proficient computer skills (e.g., Microsoft Office, 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

Minimum starting rate of $20.64 per hour. The posted rate is a reasonable good-faith estimate and may vary based on factors such as labor market data, experience, education, skills, geographic location, internal equity, and budget considerations. Full-time and part-time (20+ hours/week) positions may include shift differentials, 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.