Medical Office Specialist

Goodman Campbell Team

At Goodman Campbell Brain and Spine (GCBS), every member of our team is essential to fulfilling our mission to deliver exceptional and timely neurosurgical care with a steadfast emphasis on quality.


We work to cultivate an authentic culture through purposeful actions that convey collaboration, respect and a shared vision of excellence. We truly value every interaction we have - with our patients and each other. Our team is at the heart of all we do as an organization, and each employee has the opportunity to enhance the level of service we provide to our patients. We are in search of like-minded individuals, who are pursuing a job of purpose that impacts the lives of patients.

Job Summary

We are seeking a dedicated and capable Medical Office Specialist to facilitate a positive experience for our patients and team. This position is responsible for routine clinical and administrative tasks to help deliver an outstanding and efficient patient experience in a fast-paced environment. As you learn and grow in the role, you will provide backup support to the interventional pain management team and have the opportunity to learn multiple positions - front desk, patient rooming and check out - to become an integral part of our team.


To be successful in this role, you should exhibit exceptional customer service abilities to align with Goodman Campbell's dedication to a positive patient experience. Outstanding employees in this role are detailed, accurate and efficient while striving to deliver the highest level of patient service. As this role is an essential part of our team, active communication and respectful collaboration with peers is vital to success.

Job Duties

Front Desk

• Opens the office and monitors the organization of the waiting room.
• Maintains an orderly and welcoming reception area at all times during normal business hours.
• Warmly welcomes all patients, exhibiting excellent customer service skills.
• Observes office flow to ensure patients receive prompt care. Notifies patients of change in schedule and updates them as office delays arise.
• Verifies insurance and personal information with patient.
• Collects co-payments, pre-payments, account balances, etc.
• Logs monies collected from patients and notes amount paid on visit slip.
• Balances cash receipts daily.
• Ensures HIPAA compliance in all aspects of workflow.
• Scans patient insurance card(s) at initial visit, verifies information at return visit(s) and updates when any changes occur.
• Ensures that required medical information (tests, scans, reports, etc.) are available for each visit, including MRI / CT / X-ray discs.
• Connects patient to the Financial Counselor for questions or problems.
• Indicates no show, cancels, etc. in computer system.
• Other duties as assigned.

Patient Rooming

• Ensures efficient patient flow while obtaining vital signs, and verifying complete case information.
• Notifies provider of patient appointment/procedure readiness, assisting provider with medical supplies or equipment needs.
• Assists provider with patient care when appropriate.
• Chart maintenance, compiling and organizing patient chart in chronological orderly manner for patient visit, delivering patient chart/information to patient care areas, filing information into patient record.
• Cleans, stocks, and turns over rooms post patient visit.
• Monitors supply list and stocking clinical office supplies as needed.
• Reviews last visit notes prior to patient visit for orders & instructions needing completion prior to visit, ensuring all items are received.
• Prints appointment lists, visit slips, and medical profile sheets.
• Verifies completion of HIPAA information, authorization and precertification prior to patient visit by monitoring exception list.
• Requests films, labs, etc. from hospital, referring providers, or GCBS offices.
• Calls hospital or other facilities to obtain missing testing reports, films, or records including at time of visit if missing.
• Other duties as assigned.

Check Out

• Answers routine, general & non-clinical patient medical questions.
• Works closely with providers for continuity of patient Customer Service.
• Verifies visit slip, testing requested, billing info, physician orders are complete and legible.
• Schedules follow-up appointments if no other testing or procedures are required.
• Streamlines check out of office visits with no testing or procedures ordered.
• Collects any remaining monies due at checkout.
• Keys payments and charges at time of visit.
• Processes miscellaneous charges and payments received at office.
• Balances charges/payments and batch daily.
• Completes return to work statements as requested.
• Other duties as assigned.

Medical Administrative Assistant

• Triage Phone Calls
  • RMD calls; Any available MD calls
  • Established patient incoming calls
    • Distribute to appropriate departments (medical records, billing, nurses, etc)
    • Answer appropriate questions
      • Non-medical judgment issues
      • Information read from the patients chart/transcription
      • Per standard orders of provider based on written protocols
  • Procedures scheduled with Goodman Campbell Surgery Scheduler per doctors' orders and protocols.
    • Schedule ancillary vendors, physicians, equipment, and services when indicated. This process will be continuously reviewed and may change in the future.
  • Complete and document surgery orders and submit to surgical facility
  • Ensure films are available for surgery per physician preference
  • Verify that all items are "checked-off" on surgery scheduling screen prior to surgery date
  • Billing
    • Collect surgical charges from providers.
    • Ensure all diagnosis, procedure codes, and operative notes are included.
    • Send paperwork to the medical coder.
  • Transcription
    • Obtain provider signature in timely manner.
    • Route signed transcription to MR for filing & processing.
  • Build orders in the EMR
  • Notify provider of provider non-covered benefits as determined by Referral Coordinator.
    • Request alternative treatment options from provider.
    • Notify patient of non-covered benefits and potential changes in treatment plan.
    • Refer patient to Accounts Receivable Representative to coordinate payment options.
  • Scheduling all new patient visits as requested
  • Process provider Mail.
  • Maintain provider calendar. -
    • Keep calendars current and inform providers, office, scheduling, etc. of changes.
    • Notify Central Scheduling of physician template preferences and changes.
    • Notify Central Scheduling of need to reschedule individual patients or general schedule changes.
  • Position to cover all patient, physician and facility calls designated to that team of providers during business hours. At least one medical administrative assistant must be available for the Goodman Campbell providers and to take calls at all times during normal business hours.
  • At least one medical administrative assistant must be available to cover the designated physician team at all times during normal business hours.
  • Other duties as assigned.

Knowledge, Skills and Abilities Required

• Genuine dedication to excellent customer service/
• Exceptional attention to detail.
• A can-do attitude that does not hesitate to jump in to help others.
• Respect for organizational policies, procedures, systems, and objectives.
• Alignment with HIPAA regulations.
• Ability to drive to efficiency and accuracy in a fast-paced environment
• Ability to collaborate and communicate clearly.
• Ability to respectfully interact with physicians, providers, peers and patients.
• Ability to work independently.
• Ability to use Microsoft Office (Outlook, Word, Excel) and electronic health record system (NextGen).

Educational and Experience Required

Education :


High school diploma or equivalent

Medical assistant or LPN certification preferred

Preferred Experience:


3-5 years of experience in a physician office or hospital setting

1-3 years of experience in neurosurgery or spine surgery

Physical Demands

Substantial amount of patient interaction requiring standing, bending and stooping.

Moderate to heavy patient volume requiring efficiency and speed.

Occasional moderate lifting.

Able to sit for an extended period of time in focused work.