Job Description
Position Summary
The Medical Office Specialist serves as the first point of contact for our patients, setting a welcoming and professional tone for every visit. This role is essential to the smooth operation of our front office, requiring a blend of exceptional customer service and administrative expertise to manage patient flow, scheduling, financial transactions, and record keeping.
Essential Job Functions
• Patient & Visitor Relations: Greet patients and visitors warmly upon arrival. Communicate any expected delays and manage the waiting room environment to ensure patient comfort.
• Patient Check-In/Out: Verify and update all patient demographic information, and scan identification and insurance cards into the EMR system.
• Appointment Management: Schedule, cancel, and reschedule patient appointments. Coordinate ancillary testing and outgoing referrals to other physicians' offices.
• Insurance & Referrals: Verify patient insurance and coordinate patient referrals. Ensure all necessary pre-certifications and prior authorizations are received and documented.
• Financial Duties: Collect co-payments, deductibles, and co-insurance, providing receipts for all payments. Accurately prepare and balance the daily payment log.
• Communication: Answer incoming calls, take messages, and direct calls to the appropriate personnel. Use proper phone etiquette and professional grammar in all interactions.
• Medical Records: Prepare and maintain patient medical charts. Assure all necessary insurance verification forms are placed within the patient's chart.
• Administrative Support: Maintain an inventory of office and medical supplies, receive and sort mail, and assist with general office duties. Cross-train to provide lunch and break relief for other administrative staff.
• HIPAA Compliance: Maintain strict compliance with HIPAA confidentiality standards when handling all patient information.
• General Responsibilities: This is not an exhaustive list of duties. The employee may be required to perform other duties as assigned by a supervisor, manager, or physician.
General Qualifications
Education:
A High School Diploma or equivalent is required.
Experience:
A minimum of one year of experience as a healthcare receptionist or in a similar medical office role is preferred.
Skills:
• Excellent verbal and written communication skills with a pleasant and professional demeanor.
• Strong organizational skills and exceptional attention to detail.
• Proven ability to multitask and function effectively in a fast-paced, at times stressful, environment.
• Proficient in accurate data entry and competent in using standard office equipment.
• Ability to handle cash and payment transactions responsibly.
Physical Requirements
▪ Ability to stand, walk, and sit for an extended period of time.
▪ Ability to communicate in English.
▪ Ability to see within normal parameters.
▪ Ability to hear within normal range.
▪ Ability to use hands, arms, and legs within the specifications of the job.
About Southpoint Surgery Center
At Southpoint Surgery Center, we believe a great workplace for our team leads to a superior experience for our patients. Our modern facility provides a safe and supportive environment where staff can thrive. We are a team committed to excellence and integrity, utilizing cutting-edge technology to deliver high-quality, cost-effective surgical care. Join us in making a real difference in the lives of our patients and the healthcare community.
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