Medical Office Specialist

Where compassion meets innovation and technology and our employees are family.

Thank you for your interest in joining our team! Please review the job information below.


General Purpose of Job:

Reporting to the clinic coordinator and director, this position is responsible for the support functions necessary to accomplish the department's objective. These include, but are not limited to, functions under telephone support, patient accounting, clinical support, patient scheduling, registration, and patient discharge.

Essential Duties and Responsibilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This job description is not intended to be all-inclusive; employees will perform other reasonably related business duties as assigned by the immediate supervisor and/or hospital administration as required.

General Requirements

• Must be flexible to clinical operational hours.
• Always maintains the utmost level of confidentiality.
• Travel to satellite locations may be required either by vehicle or plane.
• Adheres to hospital policies and procedures, including flexing scheduled work hours.
• May be required to float to other clinics as needed.
• Demonstrates ethical business practices and personal actions that adhere to corporate compliance and integrity guidelines.
• Adheres to and complies with customer service standards and dress code set forth by the hospital and the department.
• Demonstrates thoroughness and dependability.
• Demonstrates excellent organizational skills.
• Must be detail oriented.
• Must manage multiple tasks in a busy medical office environment.
• Must communicate and work effectively with patients, family, and physicians.
• Must be able to work as a team member effectively.
• Other duties as assigned.

In addition to the above requirements, Logistics MOS must also:

• Maintain a valid driver's licens Must be able to travel up to 4 times a week
• Close vision (clear vision at 20 inches or less)
• Distance vision (clear vision at 20 feet or more)
• Color vision (ability to identify and distinguish colors)
• Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)
• Depth perception (three-dimensional vision, ability to judge distances and spatial relationships)
• Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

Scheduling/Telephone Support

• Schedule patients for necessary procedures using the appropriate scheduling system.
• Gather pre-registration/pre-admission information.
• Reschedule patients upon patient/physician request.
• Document cancellations/no-shows in the appropriate scheduling system.
• Notify clinic or medical staff when appropriate.
• Document telephone encounters as appropriate to the clinic/department.
• Manage an appointment waiting list.
• Contact patients for appointment scheduling from a follow-up list.
• Call patients to confirm appointment times and offer pertinent information such as attendance requirements, education, directions, parking information, etc.

Patient Accounting

• Review schedule/pre-registrations to identify potential duplicate medical record numbers.
• Identify patients with multiple same-day visits to match demographic and insurance data for each pre-registration.
• Verify insurance eligibility and coverage for anticipated procedures.
• Obtain insurance authorization from referring physicians when necessary/appropriate.
• Obtain insurance authorizations from payors when necessary/appropriate.
• Identify co-payment agreements in preparation for collection at the time of service.
• Maintain a correct balance of petty cash daily.
• Close recurring accounts when appropriate.
• Reconcile insurance card copies with completed registrations.

Clinical Support

• Batch reminder letters for families and physicians, unit specific.
• Disseminate incoming office mail.
• Review schedules before the appointment date and assist in resolving scheduling conflicts.
• Prepare medical records before appointment (i.e., request medical records from the file room, prepare form packets, gather and attach necessary diagnostic reports, etc.), unit specific.
• Batch appointment cancellation/no-show letters to families and physicians, unit specific.

Patient Registration

• Accurately register patients according to training guidelines when the patient presents for services.
• Collect and record co-payments or prompt payment agreements and issue receipt of payment to the payor.
• Make a clear copy of the insurance card.
• Ensures consent for the appropriate level of care is obtained, and any additional documentation necessary from the family is obtained and copied.
• Issue patient identification card or wristband as appropriate.

Patient Discharge

• Perform necessary follow-up scheduling at discharge.
• Reconcile medical records.
• Process physician orders and/or referrals.
• Mark no-shows and no-shows to reschedule in the appropriate scheduling system.

Education and/or Experience:

• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations:

• Basic Life Support (BLS) is required within the first 90 days of hire.