Staff Support

Carbon Health; Santa Clara (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

Carbon Health is hiring for a Medical Staff Support role in Santa Clara, CA. This full-time, hourly position provides essential front-office and administrative support to ensure a smooth patient experience.

You will be the first point of contact for patients, manage multiple communication channels, schedule appointments, verify demographics and insurance, and maintain HIPAA compliance while supporting clinical and back-office staff.

Qualifications

• Experience in a medical office or healthcare setting preferred.
• Strong English communication, both verbal and written.
• Ability to manage high call volumes and multitask in a fast-paced environment.
• Familiarity with EHR and scheduling systems is a plus.

Responsibilities

• Answer and route calls across multiple lines.
• Schedule, reschedule, and confirm patient appointments.
• Manage voicemails and respond promptly.
• Fax, receive, and distribute documents and records as needed.
• Scan and upload documents into the EHR or patient records.
• Check patients in and out, verify demographics and insurance information.
• Collect co-pays and other patient payments at check-in or check-out.
• Coordinate patient flow with clinical and back-office staff to minimize wait times.
• Maintain a clean, professional front-desk area and ensure confidentiality.

Skills

Phone handling

Scheduling

Documentation

HIPAA compliance

Customer service

English communication

Education

High school diploma or equivalent

Tools

EHR software

Practice management systems

Job description

As a physician-founded and led organization, ensuring everyone has access to quality healthcare is what inspires us. The magic we’ve created lies in Carbon Health’s custom EHR and the collaboration among clinical teams, engineers, and designers who work side-by-side to deliver innovation like our hands free AI charting tool. That’s why we hire people who genuinely care about patients, solving healthcare challenges, and making a positive impact every day. Join us and help change the future of healthcare for the better.

About The Role

The Medical Staff Support position is a full-time, hourly role within our Support Staff department, providing essential front-office and administrative support to ensure a smooth, efficient patient experience. In this role, you will be the first point of contact for patients and other callers, managing multiple communication channels while coordinating with clinical and back-office staff. You will work a 9-hour shift Monday through Friday, contributing to a professional and supportive environment that helps our medical team deliver high-quality patient care.

What You'll Do

• Answer and manage multiple phone lines, directing calls and messages to the appropriate staff member or department
• Schedule, reschedule, and confirm patient appointments according to provider availability and clinic guidelines
• Monitor, retrieve, and respond to voicemail messages in a timely and professional manner
• Fax, receive, and distribute documents, referrals, and medical records as needed
• Scan and upload documents into the appropriate electronic systems or patient records
• Check patients in and out, verifying demographic and insurance information and ensuring all required forms are completed
• Collect co-pays and other patient payments at check-in or check-out and process them accurately
• Coordinate patient flow by communicating with clinical and back-office staff to minimize wait times and optimize schedules
• Assist back-office or clinical staff with basic non-clinical tasks as needed to support patient care and office operations
• Maintain a clean, organized, and professional front-desk and reception area
• Protect patient confidentiality and follow all HIPAA and clinic privacy and security policies
• Provide courteous, empathetic, and professional customer service to all patients, visitors, and staff members
• Work a consistent 9-hour schedule Monday through Friday, with reliability and punctuality

Qualifications

• Previous experience in a medical office, clinic, or similar healthcare setting preferred
• Proficiency in handling multiple phone lines and high call volumes in a professional manner
• Experience scheduling patient appointments using electronic scheduling or practice management systems
• Ability to manage voicemail, fax, scanning, and basic office equipment with accuracy and efficiency
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment
• Excellent verbal and written communication skills in English
• Customer service–oriented mindset with a professional, courteous, and compassionate demeanor
• Comfort working with computers and standard office software; experience with electronic health records (EHR) is a plus
• High attention to detail and accuracy in data entry, patient check-in/check-out, and document handling
• Ability to collaborate effectively with front-office, back-office, and clinical staff as part of a team
• Reliability and punctuality, with the ability to work 9-hour shifts Monday through Friday
• High school diploma or equivalent required; additional medical administrative training or certification is a plus
• Ability to maintain strict confidentiality and adhere to HIPAA and all clinic policies and procedures