Medical Front Office Specialist

Arizona Community Physicians; Oro Valley (AZ); On-site; USD 35,000 - 45,000; Full time

Job summary

A leading healthcare provider in Oro Valley is seeking a Front Office Specialist to enhance patient experiences through exceptional customer service and proficient administrative support. The role includes managing patient flow, handling cash transactions, and ensuring compliance with healthcare standards. If you thrive in a fast-paced environment and have strong multitasking skills, we invite you to apply for this opportunity to join a dynamic team dedicated to compassionate care.

Qualifications

• One year of experience in an administrative support role preferred.
• Detail-oriented tasks with responsibility for multitasking.
• Experience working with the public in customer service is preferred.

Responsibilities

• Manage patient flow and check-in process efficiently.
• Perform daily cash handling and maintain accuracy.
• Ensure HIPAA compliance in all patient interactions.

Skills

Computer proficiency

Organization

Customer service

Prioritization

Multi-tasking

Communication

Education

High school diploma or GED

Job description

Front Office Specialist – for Medical Outpatient Care Offices

East, Central, Northwest, Oro Valley

Our Medical Front Office Specialists provide excellent customer service to our patients by providing skilled and patient- welcoming administrative support. We have Front Office positions across our 50+ clinical offices and in our ancillary services.

Our offices vary in size from small to large which provides options to experience and grow in a variety of settings. We offer an internal transfer process which affords our employees to transition into new roles and office cultures to support their interests.

Summary

Performs administrative and customer-service responsibilities encompassing a variety of duties which support patient care and clinical operations. Duties include patient-facing responsibilities in-person and/or telephonically and electronically. Responsibilities may vary daily depending on clinical site, workflow structure and patient needs.

Responsibilities include but are not limited to:

• Provide excellent customer service to patients, patient family members, business representatives, and other visitors to our clinical offices through positive interactions with greetings and quality support as needed.
• Effectively manages reception area traffic and patient flow by having an organized work area and system for arriving patients.
• Arrive patients and complete check-in process involving registration and appointment scheduling which includes obtaining legible photocopies of insurance cards, accurate data entry, insurance verification, collecting co-pays, record-keeping, and forms completion.
• Perform daily cash handling/cashiering which includes balances all encounters and end of day cash/credit card processes.
• Follow practice guidelines for patient walk-ins and vendors without appointments and other exceptions to the clinic schedule.
• Interface with back-office personnel and physicians in facilitating patient flow. This includes collaborative teamwork together to meet patient care and business needs.
• Answer phones, route calls, take messages and manage voicemails to ensure communication is fluid and accurate.
• Appropriately handle high priority calls (urgent triage, physicians, hospitals) during clinic hours according to practice guidelines.
• Manages in-basket messages effectively in patient electronic health record system.
• Generate appointment schedules and encounters before clinic begins and follows proper start-of-day procedure for cash drawer.
• Prior to appointments, reviews medical records to ensure most recent dictation and lab results are filed.
• Annotate no shows, cancellation, and add-on appointments appropriately.
• Communicate arrivals and delays to back office.
• Maintain up-to-date resource manuals and related materials (contract, ancillary and vendor grids; eligibility rosters).
• Manage medical records requests, complete forms, facilitate fax requests, scan documents into patient records as required.
• Ensure cleanliness of reception area.
• Maintain HIPAA compliance (patient-confidentiality requirements) as required.
• Other duties as required.

Qualifications

• Education: High school diploma or GED is required.
• Prefer at least one year of experience in an administrative support role with responsibility for multitasking, and detail-oriented tasks.
• Prefer experience working with the public providing customer service.

Knowledge and Skills:

• Computer proficiency and ability to quickly learn new applications.
• Proficient in typing and good spelling, punctuation, grammar and oral communication.
• Skills in organization, prioritization, and multi-tasking.
• Professional demeanor and recognition of privacy considerations for patients and families.
• Must be able to act calmly and effectively in a busy or stressful situation.
• Must be able to establish and maintain effective working relationships with medical staff and peers.