Medical Office Specialist

Medical Office Specialist

Status: Non-Exempt / Full Time / On Site

Medical Specialty: Women's Health - OB/GYN

Job Summary

The Medical Office Specialist is responsible for managing the daily administrative and operational functions of a medical practice to ensure efficient, patient-centered care and exceptional customer service. As the primary point of contact for patients, providers, insurance companies, laboratories, and external healthcare organizations, this position coordinates patient access, scheduling, medical records, insurance verification, billing support, and office operations while maintaining compliance with all applicable healthcare regulations.

The Medical Office Administrator serves as the operational hub of the practice, ensuring smooth workflow, accurate documentation, regulatory compliance, and effective communication between patients, providers, and staff.

Essential Duties and Responsibilities

Patient Access and Customer Service

• Serve as the first point of contact by greeting patients, visitors, and vendors in a courteous and professional manner.
• Register new patients and complete patient check-in and check-out procedures.
• Verify and update patient demographic, insurance, and emergency contact information.
• Obtain required registration documents, consent forms, financial agreements, and other patient paperwork.
• Collect copayments, deductibles, coinsurance, and outstanding balances while issuing receipts.
• Answer multi-line telephone systems and respond to email and electronic patient portal communications.
• Resolve patient concerns, questions, and service requests or route them appropriately.
• Provide exceptional customer service while maintaining patient confidentiality.

Appointment Scheduling and Care Coordination

• Schedule, reschedule, and confirm appointments for physicians and advanced practice providers.
• Coordinate referrals to specialists, diagnostic testing, imaging, laboratory services, and follow-up appointments.
• Manage provider calendars to maximize scheduling efficiency and patient access.
• Communicate appointment reminders, preparation instructions, and referral information to patients.
• Coordinate provider orders and communicate with clinical staff regarding scheduling needs.

Medical Billing and Revenue Cycle Support

• Verify insurance eligibility, benefits, referrals, and prior authorization requirements.
• Generate superbills and assist with charge entry and claim preparation.
• Submit or support medical insurance claims and monitor claim status.
• Process patient payments and maintain accurate payment records.
• Reconcile daily collections and prepare deposits.
• Assist with accounts receivable follow-up, claim corrections, and denial resolution.
• Communicate with insurance companies regarding claim status, payment issues, and billing inquiries.
• Assist patients with billing questions, payment options, and financial policies.

Medical Records and Health Information Management

• Maintain accurate and complete patient records within the Electronic Health Record (EHR) system.
• Enter and update patient demographic, insurance, and clinical information.
• Process requests for medical records in accordance with HIPAA and organizational policies.
• Coordinate receipt, filing, scanning, and indexing of laboratory reports, imaging results, consultation notes, and other clinical documentation.
• Transfer laboratory and diagnostic results to providers and patient records as appropriate.
• Maintain record accuracy and resolve documentation discrepancies.

Office Administration

• Coordinate daily administrative operations to ensure efficient office workflow.
• Order, receive, stock, and monitor office and medical supplies.
• Maintain inventory and coordinate vendor deliveries.
• Operate and maintain office equipment including computers, scanners, copiers, printers, and fax machines.
• Prepare correspondence, reports, forms, spreadsheets, and administrative documentation.
• Coordinate incoming and outgoing mail, faxes, and electronic communications.
• Maintain a clean, organized, and welcoming reception area and waiting room.
• Assist with onboarding and training of administrative personnel as assigned.
• Support providers and clinical staff with administrative projects and operational needs.
• Participate in quality improvement initiatives designed to improve office efficiency and patient satisfaction.
• Perform other duties as assigned.

Education and Experience

Required

• High school diploma or GED.
• Minimum of one (1) year of administrative experience in a medical office, clinic, hospital, or other healthcare setting.

Preferred

• Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Medical Office Administration, or a related field.
• Certified Medical Administrative Assistant (CMAA) or equivalent healthcare administrative certification.
• One to three (1–3) years of experience in medical office administration, patient access, scheduling, billing, or healthcare customer service.

Knowledge, Skills, and Abilities

Technical Knowledge

• Knowledge of medical terminology, anatomy, and healthcare office procedures.
• Understanding of insurance verification, referrals, prior authorizations, medical billing, coding, and revenue cycle processes.
• Knowledge of HIPAA, OSHA, CMS regulations, and healthcare privacy and compliance standards.
• Familiarity with laboratory information systems and healthcare documentation workflows.
• Proficiency with Electronic Health Record (EHR) and practice management systems including Epic, Oracle Health (Cerner), Athenahealth, eClinicalWorks, AdvancedMD, or similar platforms.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and other office technologies.
• Experience with telehealth scheduling platforms and secure electronic communications.

Professional Skills

• Outstanding customer service and patient relations skills.
• Excellent verbal and written communication abilities.
• Strong organizational and time management skills.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Strong attention to detail and documentation accuracy.
• Critical thinking and sound decision-making abilities.
• Ability to solve problems independently while escalating issues appropriately.
• Ability to work collaboratively with providers, nurses, clinical staff, and external healthcare partners.
• Ability to maintain professionalism and composure in high-volume, fast-paced healthcare environments.
• Strong computer and data entry skills.

Personal Competencies

• Professionalism
• Integrity and Confidentiality
• Empathy and Compassion
• Active Listening
• Adaptability
• Teamwork
• Accountability
• Resilience
• Cultural Competence
• Continuous Learning
• Commitment to Quality Patient Care

Physical Requirements

• Ability to sit or stand for extended periods throughout the workday.
• Ability to frequently use a computer, keyboard, telephone, copier, scanner, and other office equipment.
• Ability to occasionally lift, carry, push, or pull up to 25 pounds.
• Frequent walking, bending, reaching, filing, and light office organization.
• Ability to communicate clearly and effectively in person, virtually, and by telephone.

Work Environment

• Work is performed in a physician practice, outpatient clinic, ambulatory care center, specialty office, or other healthcare facility.
• Frequent interaction with patients, providers, insurance representatives, laboratories, pharmacies, and community healthcare partners.
• Fast-paced environment requiring multitasking, attention to detail, professionalism, and strict adherence to healthcare regulations.

Core Competencies

• Patient Access and Customer Service
• Medical Office Operations
• Appointment Scheduling and Coordination
• Revenue Cycle Support
• Medical Records Management
• Insurance Verification
• Healthcare Compliance
• Communication
• Organization and Time Management
• Critical Thinking
• Problem Solving
• Teamwork
• Adaptability
• Cultural Competence
• Confidentiality and Ethics
• Continuous Quality Improvement

Pay: Commensurate with Experience

Expected hours: 40 per week

Benefits: (Waiting period may apply)

• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• 401(k)