Medical Office Specialist

South Heart Clinic; Harlingen (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

South Heart Clinic in Harlingen, TX is seeking a dependable Medical Office Specialist to support front-office operations, assist patients with registration and scheduling, verify insurance information, process payments, and maintain accurate patient records while ensuring confidentiality and HIPAA compliance.

The role emphasizes strong communication, organization, attention to detail, and the ability to provide excellent customer service in a fast-paced medical office environment.

Qualifications

• High school diploma or equivalent required.
• Additional education in medical office administration or related field preferred.
• Experience in medical office, healthcare administration, or customer service preferred.
• Familiarity with EMR, billing systems and scheduling software preferred.
• Knowledge of insurance verification and payment collection is a plus.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask and work in a fast-paced environment.
• Professional, courteous, and compassionate patient care.
• Basic computer skills and ability to learn new software.
• Maintain patient confidentiality per HIPAA.

Responsibilities

• Greet patients and check in with courteous, professional service.
• Enter and verify demographic, insurance and required information in EMR/Billing systems.
• Schedule, reschedule, and cancel patient appointments.
• Send reminders and monitor missed appointments.
• Handle phone lines, route calls, and document messages accurately.
• Communicate with patients, providers, and staff to support operations.
• Verify insurance eligibility and authorization requirements as applicable.
• Collect copayments and balances per office procedures.
• Enter charges and payments accurately into computer systems.
• Maintain accurate patient registration and financial documentation.
• Keep front desk and lobby clean and organized.
• Protect patient privacy and HIPAA compliance.
• Attend staff meetings and participate in training as required.
• Perform other duties to support clinic needs.

Skills

Communication

Organization

Attention to detail

HIPAA compliance

Customer service

Education

High school diploma or equivalent

Associate degree or related coursework preferred

Tools

EMR/EHR systems

Medical billing systems

Appointment scheduling software

Job description

Position Summary

South Heart Clinic is seeking a dependable, professional, and patient-focused Medical Office Specialist to join our team in Harlingen, Texas. The ideal candidate will have strong communication and organizational skills, attention to detail, and the ability to provide excellent customer service in a fast-paced medical office environment.

The Medical Office Specialist is responsible for supporting daily front-office operations, assisting patients with registration and scheduling, verifying insurance information, processing payments, and maintaining accurate patient records while ensuring confidentiality and compliance with HIPAA regulations.

Duties and Responsibilities

Duties and responsibilities include, but are not limited to, the following:

• Greet patients and visitors promptly and courteously, providing a welcoming and professional experience.
• Check in patients and accurately enter, verify, and update demographic, insurance, and other required information in the electronic medical record (EMR) and medical billing systems.
• Schedule, cancel, and reschedule patient appointments in accordance with office policies and scheduling procedures.
• Maintain appointment schedules, send appointment reminders, and monitor missed appointments as needed.
• Answer multiple telephone lines professionally, direct calls to the appropriate personnel, document messages accurately, and follow up on return calls when necessary.
• Communicate effectively with patients, providers, and other healthcare team members to support efficient office operations.
• Verify patient insurance eligibility, benefits, demographics, and authorization requirements as applicable.
• Collect patient copayments, cash payments, and other applicable balances in accordance with office procedures.
• Enter charges and payments accurately into the appropriate computer systems.
• Maintain accurate patient registration and financial documentation.
• Keep the front desk, work area, and patient lobby clean, organized, and presentable.
• Protect patient privacy and maintain confidentiality in accordance with HIPAA regulations and clinic policies.
• Attend staff meetings and participate in training as required.
• Perform other related duties as assigned to support the needs of the clinic.

Qualifications and Requirements

• High school diploma or equivalent required.
• Additional education or training in medical office administration, healthcare administration, or a related field is preferred, including an associate degree, technical college coursework, or relevant professional certifications.
• Previous medical office, healthcare administration, or customer service experience preferred.
• Familiarity with electronic medical records (EMR), medical billing systems, and appointment scheduling software preferred.
• Knowledge of insurance verification, patient registration, and payment collection procedures is a plus.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and work effectively in a fast-paced environment.
• Professional, courteous, and compassionate approach to patient care.
• Basic computer skills and the ability to learn new software systems.
• Ability to maintain patient confidentiality and follow HIPAA requirements.
• Dependable, punctual, and able to work collaboratively with providers and coworkers.

Work Environment

This position is based in a professional outpatient medical clinic and involves frequent interaction with patients, visitors, providers, and administrative staff. The successful candidate must be comfortable managing multiple responsibilities while maintaining accuracy, professionalism, and a positive patient experience.

Join Our Team

At South Heart Clinic, we value professionalism, teamwork, and compassionate service. If you are organized, detail-oriented, and enjoy helping patients navigate their healthcare experience, we encourage you to apply for the Medical Office Specialist position in Harlingen, Texas.