Medical Office Concierge & Admin Specialist

Nicklaus Children's Health System; Fort Lauderdale (FL); On-site; USD 36,000 - 60,000; Full time

Job summary

Nicklaus Children's Health System is seeking a Physician Office Specialist to support reception, clerical, managed care and billing operations within the medical office. The role ensures smooth operation, data accuracy, and timely processing of administrative tasks across the unit.

Responsibilities include greeting patients, obtaining consents, preparing reports, coordinating meetings, handling travel and reimbursement processes, and ensuring HIPAA compliance while maintaining confidentiality

Qualifications

• One year of related experience.
• High school graduation or equivalent.
• Advanced proficiency with MS Office (Word, Excel, PowerPoint, Visio, and Outlook).
• Knowledge of accounting skills.
• Able to organize and interpret data for decision making.
• Able to organize, manage, and complete complex projects and tasks with multiple parties under tight deadlines/timeframes.
• Independent and strong problem solving skills.
• Able to communicate effectively both verbally and in writing.
• Able to work independently and flexibly with minimal supervision.
• Able to adapt and react calmly under stressful conditions.
• Able to maintain confidentiality of sensitive information.
• Able to prioritize and handle multiple concurrent tasks.
• Detail oriented.
• Able to represent the department/function in a professional, courteous, and efficient manner.

Responsibilities

• Greets patients and families in person or on the telephone displaying excellent customer skills and responds to questions and/or problems.
• Obtains all necessary consents for treatment of patients either in person or verbally.
• Prepares letters, reports, spreadsheets, project plans & presentations that may be highly sensitive and confidential in nature and finalize in a timely manner to meet deadline requirements.
• Participates in various meetings, prepares agendas, confirms meeting attendees, and takes minutes.
• Coordinates and follows-up on all initiatives and projects as assigned.
• Scans all documents in the appropriate folder in the PEDS system. Maintains and updates various databases, mailing lists, and directories of employees.
• Resolves administrative problems by analyzing information; identifying and communicating solutions.
• Verifies and submits orders for purchasing requests, IT requests, etc.
• Participates in projects and meetings, coordinating schedules, meetings and teams. Acts as organizer and ambassador for PSA for Senior Leaders, VIPs, guests, and other associates.
• Participates in projects and meetings, coordinating schedules, meetings and teams.
• Complies with applicable governmental regulations such as HIPAA and EMTALA.
• Updates and maintains policies, guidelines, and documents within relevant system(s). Ensures documents are up to date and in compliance.
• Acts as an organizer and ambassador for assigned unit/department, senior leaders, VIPs, guests, and other associates.
• Participates in various administrative functions including processing of travel pre-approval, travel reimbursement, expense reimbursement, etc.
• Provides claim processing support activities, collects co-payments, balances cash drawer and completes financial documents in a timely and cost-efficient manner
• Organizes and schedules patient treatment procedures and department activities to avoid conflicts and provides for an efficient operation. Schedules physician or hospital services as appropriate.
• Interviews patients and families to obtain demographic, third-party payer information, financial/medical information, identification to schedule, and pre-register or register patient.
• Verifies third party payer information via the web or telephone and seeks appropriate authorization and/or referral for physician and hospital services.
• Obtains and validates prescription when appropriate.

Skills

Executive support

Data interpretation

Project coordination

Problem solving

Communication skills

Independent worker

Time management

Confidentiality

Multitasking

Attention to detail

Professional demeanor

Stress management

Education

High school diploma or equivalent

Tools

MS Office

Job description

Nicklaus Children's Health System is seeking a Physician Office Specialist to support reception, clerical, managed care and billing operations within the medical office. The role ensures smooth operation, data accuracy, and timely processing of administrative tasks across the unit.

Responsibilities include greeting patients, obtaining consents, preparing reports, coordinating meetings, handling travel and reimbursement processes, and ensuring HIPAA compliance while maintaining confidentiality