Medical Office Specialist - Physician Practice

About the Role

The Medical Office Specialist performs a variety of secretarial and administrative duties for the outpatient medical office, focusing on organization and management. This role is responsible for all front desk functions in the ambulatory setting, ensuring 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 with patients and visitors; communicates potential issues to leadership.
• Greets patients and visitors courteously and manages the check-in/check-out process.
• Obtains and verifies required demographic information, including insurance details, and collects copayments or applicable balances.
• Verifies insurance eligibility and ensures appropriate referrals are obtained (specialty offices).
• Ensures patients complete necessary paperwork (e.g., face sheet, ABN, HIPAA forms).
• Accurately enters patient demographic information into the Electronic Medical Records (EMR) system; may include downloading specific health data.
• Assists patients with e-check-in, iPads, kiosks, and other tools as needed.
• Monitors and addresses all steps in the EMR system, including scheduling, cancellations, reconciling registration errors, and providing referral information.
• Escalates issues to optimize provider scheduling.
• Receives and directs all communications (EMR, phone, email, RightFax) courteously and consistently, interpreting routine policies and procedures.
• Resolves routine matters independently; escalates non-routine issues appropriately.
• Reviews and distributes daily mail correspondence 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 all forms of payment for accurate daily bank deposits; signs and dates completed receipts.
• Manages overall front-end needs and escalates issues (e.g., low office supplies, equipment needs) 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; reliable transportation required.
• 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 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 of the minimum base pay for this role 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 be eligible for a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits. Certain roles may also qualify for shift differentials, performance-based incentives, bonuses, or commissions.