Medical Office Specialist-McAllen Medical Plaza

About the Role

Reporting to the department manager/director, this position supports the functions necessary to accomplish the department’s objectives, including telephone support, patient accounting, clinical support, patient scheduling, registration, and patient discharge.

Responsibilities

• Maintains utmost level of confidentiality at all times.
• Adheres to hospital policies and procedures.
• Demonstrates ethical business practices and personal actions that align with corporate compliance and integrity guidelines.
• Complies with customer service standards and dress code as set by the hospital and department.
• Demonstrates thoroughness, dependability, and excellent organizational skills.
• Manages multiple tasks in a busy medical office environment while remaining detail-oriented.
• Communicates effectively with patients, families, and physicians.
• Works collaboratively as a team member.
• Performs other duties as assigned.
• Demonstrates fluency in Spanish (understanding and speaking).

Scheduling & Telephone Support

• Schedules patients for necessary procedures using the appropriate system.
• Gathers pre-registration/pre-admission information.
• Reschedules patients upon request and documents cancellations/no-shows.
• Pages medical staff when appropriate and documents telephone encounters.
• Manages appointment waiting lists and contacts patients for follow-up scheduling.
• Confirms appointment times and provides pertinent details (e.g., attendance requirements, directions, parking).

Patient Accounting

• Reviews schedules/pre-registrations to identify potential duplicate medical record numbers.
• Identifies patients with multiple same-day visits to match demographic and insurance data.
• Verifies insurance eligibility and coverage for anticipated procedures.
• Obtains insurance authorizations from referring physicians and payors when necessary.
• Identifies co-payment agreements for collection at the time of service.
• Maintains correct petty cash balance daily and closes recurring accounts as needed.
• Reconciles insurance card copies with completed registrations.

Clinical Support

• Batches reminder letters for families and physicians.
• Disseminates incoming office mail.
• Reviews schedules prior to appointments and assists in resolving conflicts.
• Prepares medical records before appointments (e.g., requests records, prepares forms, gathers diagnostic reports).
• Batches cancellation/no-show letters for families and physicians.

Patient Registration

• Accurately registers patients according to training guidelines.
• Collects and records co-payments or prompt payment agreements and issues receipts.
• Makes clear copies of insurance cards.
• Ensures consent for appropriate care is obtained and necessary documentation is copied.
• Issues patient identification cards or wristbands as needed.

Patient Discharge

• Performs follow-up scheduling at discharge.
• Reconciles medical records and processes physician orders/referrals.
• Marks no-shows and no-shows to reschedule in the scheduling system.

Additional Duties

• Stocks supplies in the front desk area.
• Assists with airport pick-up and drop-off.

Requirements

• High school diploma or GED.
• One to three months of related experience and/or training, or an equivalent combination of education and experience.
• BLS certification required before hire.