Medical Office Representative

Medical Office Representative

Join a growing Cardiology team dedicated to delivering outstanding patient care!

Position Overview

• Serves as the first point of contact for patients, physicians, clinic staff, laboratory and imaging departments, hospital personnel, family members, and vendors.
• Provides exceptional customer service through professional phone communication, message management, and appointment scheduling.
• Supports daily clinic operations through administrative and clerical responsibilities while ensuring quality patient care.

Key Responsibilities

Patient Services & Customer Support

• Answer incoming calls promptly and professionally.
• Greet patients and visitors in a courteous, welcoming manner.
• Provide accurate information and assist with patient inquiries.
• Maintain a positive, empathetic, and patient-focused approach at all times.
• Keep patients informed of appointment delays and available solutions.

Appointment Scheduling & Registration

• Schedule and coordinate patient appointments using an electronic practice management system.
• Verify and update patient demographic and insurance information.
• Confirm eligibility and document insurance coverage details.
• Ensure patient records and documentation are complete and accurate.

Administrative & Clerical Support

• Accurately take and distribute messages to appropriate staff members.
• Process and document medical forms, authorizations, referrals, releases of information, and HIPAA-related documents.
• Retrieve and prepare patient records as needed.
• Prioritize, route, and manage electronic tasks and communications.
• Support clinic workflow and operational goals through various administrative duties.

Billing & Cash Handling

• Collect patient payments and issue receipts.
• Process transactions accurately while following cashiering and reconciliation procedures.
• Document insurance, authorization, and billing-related information.
• Direct complex billing questions to appropriate departments.

Team & Operations Support

• Participate in departmental meetings and quality improvement initiatives.
• Identify opportunities to improve efficiency and clinic operations.
• Maintain clean, organized, and professional work areas.
• Demonstrate flexibility in scheduling and cross-functional support.
• Utilize office equipment and technology efficiently and responsibly.

Required Qualifications

• High school diploma or GED.
• Experience using standard office equipment.
• Experience with multi-line telephone systems.
• Strong computer and keyboarding skills.
• Ability to work in a fast-paced, high-volume customer service environment.
• 6 months of experience in a medical office, outpatient clinic, or healthcare setting.
• Experience as a receptionist, phone operator, or health information associate.
• Knowledge of medical terminology.
• Experience using electronic practice management systems.
• Excellent customer service, communication, and organizational skills.

Core Competencies

• Customer Service Excellence
• Appointment Scheduling
• Patient Registration
• Insurance Verification
• Medical Records Management
• Multi-Line Phone Systems
• Data Entry & Documentation
• HIPAA Compliance
• Cash Handling & Payment Processing
• Administrative Support
• Time Management
• Problem Solving
• Team Collaboration
• Attention to Detail
• Professional Communication

Work Environment

• Fast-paced outpatient healthcare environment.
• Frequent interaction with patients, families, providers, and staff.
• Requires prolonged sitting, standing, walking, telephone use, computer work, and multitasking.
• Ability to manage competing priorities while maintaining professionalism and confidentiality.

If you're looking to grow your career in a specialty cardiology setting and make a meaningful impact on patients' lives, we'd love to hear from you!

Job Type & Location

This is a Contract to Hire position based out of Grass Valley, CA.

Pay and Benefits

The pay range for this position is $23.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Grass Valley, CA.

Application Deadline

This position is anticipated to close on Aug 8, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.