Medical Office Specialist, Reception - (U) - (4962)

Salary: $18.15 - $19.97 Hourly
Location : Springfield, IL
Job Type: Civil Service
Job Number: 2402050
Department: Family and Community Medicine/Springfield-SMS
Opening Date: 06/04/2026
Closing Date: 6/8/2026 2:00 PM Central
FLSA: Non-Exempt
Bargaining Unit: AFSCME Local 370
Shift: Days
ExemptorNon_Exempt: Non-Exempt


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Description


This position will function at the front desk area across the clinic and handle all aspects of patient check in processes to include but not limited to: collect payments, assist with billing and insurance, answer and route phone calls, address complaints and utilize all clinic electronic health record systems.

*This position is ON SITE only*

Examples of Duties

70% Patient Receiving and Registration
1. Receives and welcomes patients at all front desks.
2. Interview patients to obtain demographic and billing information and enter into systems. _
3. Access computer terminals to input, update, retrieve and review patient demographic and billing data for new and established patients
4. Creates initial medical record for new patients and reviews new patient information.
5. Obtains patient's signatures on authorization forms.
6. Generates daily schedules, prints encounter forms and demographic information.
7. Ensures charge tickets are completed and physician, demographic and billing information is accurate.
8. Scans patient insurance cards for indexing into the electronic health record.
9. Assists with running chart summaries for patients out of the EHR.
10. Collects payment at time of service, always knowledgeable of managed care co-pays and sliding scale fees.
11. Completes and maintains necessary receipt register.
25% Lead Work Duties
1. Serves as Lead Worker to front desk staff and serves as a resource for scanning information into practice management system and indexing into the medical chart.
2. Manage lunches and breaks so that all open front desks are staffed at all times.
3. Float ability to cover all areas of the front desk for absences - must be knowledgeable for registration of all practices in the clinic.
4. Ensure all balance deposits at the end of the day are being balanced and batches are closed and completed that involve cash, credit cards and checks.
5. Manage/order front desk supplies such as ordering copy paper, labels, etc.
6. Verify patient insurance, accurately assign and update the correct financial class (FSC) for patient visits, including workers' compensation, Medicaid waivers (e.g., for nutritional services), self-pay, and sliding scale accounts.
7. Obtain the appropriate waiver at time of registration when needed and explain the waiver process to patients.
8. Assist Medical Office Assistants (MOAs) at the reception desk by verifying and updating patient eligibility (FSC) and insurance information in the EHR system.
9. Train and advise reception staff on new or changing requirements for Medicaid eligibility verification.
10. Assist with rescheduling of specialty clinics according to established scheduling guidelines.
11. Assist with working the bump list to ensure patients are rescheduled correctly and in a timely manner.
12. Schedule walk in patients and communicate with clinic leadership to work in patients as needed.
5% Administrative Assistance
1. Handles patient complaints prior to releasing concerns to higher levels for care.
2. Assist clinic leaders in quality assurance of schedules on a daily basis.

Qualifications

Credentials to be Verified by Placement Officer
1. Any one or any combination totaling two (2) years (24 months), from the categories below:

1. College education with coursework in a medical or para-medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, computer science, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
   • 30 semester hours equals one (1) year (12 months)
   • Associate's Degree (60 semester hours) equals eighteen months (18 months)
   • 90 semester hours equals two (2) years (24 months)
2. Work experience comparable to that performed at the Medical Office Associate level or in other positions of comparable responsibility.

Knowledge, Skills & Abilities (KSAs)
1. Knowledge of medical terminology.
2. Knowledge of medical records and operating procedures.
3. Knowledge of medical laboratory and x-ray, billing, and admissions procedures.
4. Knowledge of computer systems and clinic forms.
5. Knowledge of automated admissions and/or billing systems.
6. Skill in maintaining detailed records.
7. Skill in communicating effectively with patients and families from a wide variety of persons from different economic and cultural backgrounds.
8. Oral and written communication skills
9. Organization skills, including time management and workflow.
10. Skill in adapting and working under pressure and amid interruptions.
11. Skill in explaining rules, policies, and their interpretations.
12. Ability to use a medical dictionary.
13. Data entry ability with great attention to detail.
14. Ability to supervise, train, lead and direct the work of others.
15. Ability to add, subtract, work with percentages, and perform cash transactions effectively.
16. Ability to establish and maintain working relationships with medical staff.
17. Ability to keep patient data confidential.
18. Ability to use independent judgment and resolve problems quickly.
19. Ability to identify work priorities and follow them to complete daily tasks.
20. Ability to be stable and maintain cooperative working relationships with clerical and professional staff.
Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information
If you require assistance, please contact the Office of Human Resources at or call View phone number on click.appcast.io Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.
Paid time off: Includes 12 paid holidays per year. Accrual rates vary based on employment type and years of service

Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill

Health, Dental, and Life insurance

Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.

Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.

Long-term Disability Insurance

Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars

Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).

Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement

Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees

Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times

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