Medical Office Specialist - Surgery - 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 exceptional care, satisfaction, and a seamless experience during check-in, scheduling, registration, and check-out, as well as providing post-visit support for appointment needs and concerns.

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 demographic information, including date stamping and copying insurance cards.
• Collect copayments and applicable balances, verify insurance eligibility, and ensure appropriate referrals are obtained (specialty offices).
• Assist patients with required paperwork, such as face sheets, ABNs, and HIPAA forms.
• Accurately enter patient demographic information into the Electronic Medical Records (EMR) system; download specific health data as needed.
• Provide assistance with e-check-in, iPads, kiosks, and other patient needs.
• Monitor and manage all steps in the EMR system, including scheduling, cancellations, reconciling registration errors, and providing referral information to optimize provider scheduling.
• Receive and direct all communications (EMR, phone, email, RightFax) courteously and consistently, interpreting routine policies and procedures.
• Resolve routine matters independently and escalate others to the department manager 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, sign and date completed daily cash/payment receipts.
• Address front-end needs and escalate issues such as low office supply inventory 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.
• Experience with EMR/EHR systems.
• Prior clerical training or knowledge.

Pay

The starting rate of pay for this role is $21.73 per hour. The final base compensation may vary based on factors such as labor market data, experience, education, certifications, skills, geographic location, internal equity, budget considerations, and other non-discriminatory criteria.

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.

Additional incentives may include performance-based bonuses, commissions, and shift differentials for evening, night, or weekend shifts.