Medical Office Specialist - Orthopedic - Physician Practice

About the role

The Medical Office Specialist performs a variety of secretarial and administrative duties for the outpatient medical office, handling front‑desk functions in the ambulatory setting. The role supports the team to ensure patients receive excellent care, satisfaction, and experience during check‑in, scheduling, registration, and check‑out, and continues to assist patients post‑visit for any appointment needs or concerns.

Responsibilities

• Promote patient satisfaction by providing excellent service through friendly and helpful interactions with patients and visitors.
• Communicate potential patient satisfaction issues to direct leaders.
• Greet patients and visitors promptly, courteously, and helpfully.
• Manage patient check‑in/check‑out process, obtain and verify required demographic information, collect copayment and applicable balances, verify insurance eligibility, ensure appropriate referrals are obtained, and ensure completion of paperwork (face sheet, ABN, HIPAA forms).
• Accurately enter patient demographic information in the EMR; download specific health data into the EMR as needed.
• Provide assistance to patients with e‑check‑in, iPad, kiosks, etc.
• Monitor and address all steps in the EMR system to support the practice, including scheduling, cancellations, reconciling registration errors, providing referral information, and escalating as needed to optimize provider scheduling.
• Receive and direct all communications courteously (EMR, phone, email, RightFax), interpreting routine policies and procedures.
• Resolve routine matters independently and timely escalate others.
• Review and distribute daily mail correspondence to appropriate staff promptly.
• Prepare documents and file reports as necessary.
• Maintain patient confidentiality.
• Prioritize and follow up with peers to ensure task completion for high‑quality patient care.
• Explain procedure preparation and instructions to patients as needed.
• Reconcile all forms of payment for accurate daily bank deposit; sign and date completed daily cash/payment receipts.
• Oversee overall front‑end needs; escalate issues (e.g., low office supply inventory, equipment needs) to the Practice Manager or designee.
• Travel to provide coverage at other locations 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.
• 1+ years experience working with the public in a customer service setting.
• Ability to manage multiple tasks in a fast‑paced, visible environment while maintaining a professional and confident demeanor in stressful situations.
• Ability to navigate competing priorities and manage time efficiently.
• 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.

Preferred qualifications

• Associate’s Degree.
• Minimum of 1 year related work experience in a physician practice or hospital setting.
• EMR/EHR experience.
• Prior clerical training and knowledge.

Pay

Minimum rate of $20.64 hourly. HMH is committed to pay equity and transparency; the posted rate is a good‑faith estimate of the minimum base pay and may vary based on market data, experience, and other non‑discriminatory factors.

Benefits

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