Front Office Administrative Assistant & Clinical Support
Position Overview
Specialty Management is a growing Management Services Organization supporting a fast-paced specialty medical practice and ambulatory surgery center.
We are seeking a dependable and highly organized Front Office Administrative Assistant to join our on-site team. This is primarily a front office role focused on patient communication, scheduling, check-in/check-out, phones, documentation, and daily administrative workflow. The position also includes flexibility to assist with basic clinical support when needed.
This role is ideal for someone who enjoys being patient-facing, can manage a busy front desk, communicates well under pressure, and is comfortable working in a structured healthcare environment.
Work Environment
This position operates in a busy outpatient specialty practice and procedural environment where efficiency, multitasking, and professionalism are essential.
Team members should be comfortable with:
Managing heavy phone volume and front desk traffic.
Helping patients who may be experiencing moderate to severe pain or functional limitations.
Switching between scheduling, patient communication, paperwork, scanning, payment collection, and other administrative tasks.
Working closely with providers, clinical staff, billing staff, and management to keep the day moving efficiently.
Assisting with basic clinical tasks when needed and when appropriately trained.
Key Responsibilities
Front Office & Administrative Operations — Primary Focus
Phone Management: Answer and manage a high volume of incoming and outgoing calls in a professional, helpful, and welcoming manner.
Scheduling & Patient Coordination: Schedule appointments, confirm visits, assist with check-ins and check-outs, and help maintain efficient patient flow.
Patient Communication: Provide clear instructions to patients regarding appointments, paperwork, visit preparation, and follow-up needs.
Financial Intake: Collect and process patient payments, including copays, deductibles, and outstanding balances, in a secure and accurate manner.
Documentation & Forms: Ensure required intake paperwork, consents, forms, and patient documents are completed, signed, scanned, and uploaded appropriately.
Records Management: Scan medical documents, upload outside records, imaging reports, CDs, and other materials into the Electronic Medical Record system.
Referral & Message Management: Monitor and route incoming faxes, referrals, electronic messages, and patient communications to the appropriate team members.
Office Support: Assist with general administrative tasks, supply coordination, patient packets, mail, and other daily office needs.
Clinical Support — As Needed
Room patients and obtain vital signs when needed and appropriately trained.
Assist with basic patient intake and documentation in the EMR.
Help prepare exam rooms and procedure rooms by keeping them clean, stocked, and ready for patient care.
Assist providers and clinical staff with basic workflow needs during busy clinic sessions.
Provide patients with clear pre-visit and post-visit instructions as directed by the clinical team.
Qualifications
We are looking for someone who is:
Professional, reliable, and punctual.
Friendly, compassionate, and comfortable interacting with patients.
Highly organized with strong attention to detail.
Comfortable managing multiple tasks in a fast-paced office.
Able to communicate clearly by phone, in person, and through electronic systems.
Comfortable using computers, EMR systems, phone systems, scanners, and office technology.
Willing to help wherever needed and work as part of a team.
Education & Experience
High school diploma or equivalent required.
Prior experience in a medical front office, healthcare administration, scheduling, reception, or high-volume customer service role is preferred.
Prior experience with EMR systems is a plus.
Medical Assistant experience or certification is a plus, but not required.
Willingness to be trained on basic clinical support tasks is important.
Candidate Fit
This role is best suited for someone who:
Enjoys working at the front desk and being the first point of contact for patients.
Can stay calm, organized, and professional during busy clinic hours.
Has a “no task is too small” attitude.
Works well with both administrative and clinical team members.
Is dependable, flexible, and willing to learn.
Takes pride in helping patients have a smooth and positive experience.
Why Join Specialty Management
Gain valuable experience in a growing specialty medical practice and ambulatory surgery environment.
Work with a supportive team focused on efficiency, patient care, and professional growth.
Develop skills in front office operations, patient coordination, EMR workflows, and basic clinical support.
Be part of a structured organization with opportunities for advancement.
Benefits
Competitive pay based on experience.
Health, dental, and vision insurance.
Paid time off.
Predictable weekday schedule.
Free parking.
On-the-job training.
Opportunities for advancement.
Application Questions
Please describe your experience in a medical office, healthcare setting, scheduling, reception, or customer service role.
Are you comfortable working in a fast-paced medical office with high phone volume and frequent patient interaction?
Are you willing to assist with basic clinical support tasks when needed and when appropriately trained?
Job Type: Full-time
Pay: $19.00 - $23.00 per hour
Expected hours: 30 – 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Work Location: In person
