Job Description
Job DescriptionDescription:
The Office Specialist plays a key role in supporting daily operations within the clinical and administrative office environment. This position is responsible for providing excellent front-desk service, facilitating effective communication between patients and clinical staff, and performing essential clerical and administrative duties to ensure smooth and efficient practice workflow.
Key Responsibilities:
- Greet patients and visitors warmly; provide excellent customer service in person and over the phone
- Answer and direct phone calls using a multi-line system
- Schedule, confirm, and update patient appointments accurately
- Perform patient check-in/check-out, verify demographics and insurance
- Collect co-pays, process payments, and provide receipts
- Maintain patient records and ensure confidentiality and HIPAA compliance
- Prepare and scan documents into electronic medical records (EMR)
- Assist with prior authorizations, referrals, and insurance verification
- Communicate with providers, clinical staff, and other departments to coordinate care
- Manage incoming/outgoing faxes, mail, and emails
- Perform general office duties such as filing, photocopying, and inventory tracking
Requirements:
- High school diploma or equivalent required
- 1–2 years of experience in a medical office or administrative role preferred
- Knowledge of medical terminology, insurance processes, and HIPAA regulations
- Proficient in EMR systems (e.g., eClinicalWorks, Athena, etc.) and Microsoft Office
- Excellent organizational, multitasking, and communication skills
- Ability to remain calm under pressure and handle sensitive patient interactions professionally
- Strong attention to detail and follow-through