Office Specialist

The Office Specialist plays a key role in supporting daily operations within the clinical and administrative office environment. This position is responsible for providing excellent front-desk service, facilitating effective communication between patients and clinical staff, and performing essential clerical and administrative duties to ensure smooth and efficient practice workflow. 

Key Responsibilities:

• Greet patients and visitors warmly; provide excellent customer service in person and over the phone
   
• Answer and direct phone calls using a multi-line system
   
• Schedule, confirm, and update patient appointments accurately
   
• Perform patient check-in/check-out, verify demographics and insurance
   
• Collect co-pays, process payments, and provide receipts
   
• Maintain patient records and ensure confidentiality and HIPAA compliance
   
• Prepare and scan documents into electronic medical records (EMR)
   
• Assist with prior authorizations, referrals, and insurance verification
   
• Communicate with providers, clinical staff, and other departments to coordinate care
   
• Manage incoming/outgoing faxes, mail, and emails
   
• Perform general office duties such as filing, photocopying, and inventory tracking

• High school diploma or equivalent required
   
• 1–2 years of experience in a medical office or administrative role preferred
   
• Knowledge of medical terminology, insurance processes, and HIPAA regulations
   
• Proficient in EMR systems (e.g., eClinicalWorks, Athena, etc.) and Microsoft Office
   
• Excellent organizational, multitasking, and communication skills
   
• Ability to remain calm under pressure and handle sensitive patient interactions professionally
   
• Strong attention to detail and follow-through