Front Office Specialist – for Medical Outpatient Care Offices


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.


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.


  • 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.



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