Valley AIDS Council/Westbrook Clinic is a non-profit organization serving the Rio Grande Valley and surrounding areas providing health education, wellness, testing and HIV-AIDS specialty treatment.
TITLE: Medical Office Specialist
REPORTS TO: Medical Office Specialist Coordinator
CLASSIFICATION: Non-Exempt
Approved by: CEO
Approved Date: 4/1/25
Department: Finance
EXPOSURE RISK: Category III Performs tasks that do not routinely involve exposure to blood, body fluids or tissues, and are not called on to perform or assist in emergency medical care or first aid to be potentially exposed in any other way as a condition of employment.
SUMMARY:
The Medical Office Specialist serves as a liaison between our visitors and the organization via telephone and in person as they come into the building. They will be responsible for confirming appointments and scheduling certain appointments. Obtaining and updating patients' personal and health information. Creating and maintaining electronic health records. Managing inquiries and relaying messages about scheduling, referrals, prescription refills and other matters of organizations programs. Verifying medical insurance information. Collecting co-payments from patients and following up with billing staff for end of the day reconciliations. Entering payment information into an electronic billing system. Maintaining an office supply inventory and replenishing stock in a timely manner. They will maintain a seamless flow in the front office area which includes but not limited to clients, vendors and or visitors.
SUPERVISION RECEIVED/EXERCISED:
Works under the supervision of the Chief Financial Officer.
ESSNETIAL DUTIES AND RESPONSIBILITIES:
1. Must demonstrate exceptional customer service, providing compassionate, courteous and timely service to all clientele and the general public, maintaining eye contact and active listening at all times in person or via telephone.
2. Answers incoming telephone calls, screen and forward call to appropriate personnel or department.
3. Enters call notes into electronic medical record as appropriate and as per established procedures.
4. Retrieve messages from the answering service or voice mail, returns the call (when appropriate) or forwards to appropriate personnel when needed.
5. Welcomes on site visitors, determines nature of business, and announces visitors to appropriate personnel.
6. Must screen oncoming visitors/patients and general public according to established protocols and during emergent situations.
7. Provide general support to visitors by monitoring and maintain visitor log to document timely sing in, signing of proper forms and issue ID badge while on the premises.
8. Takes inventory of office supplies and front office PPE on a monthly basis and collaborates with the finance department to replenish office supplies and PPE on a monthly basis.
9. Calls patients to remind them of appointments as per established procedures.
10. Answers general inquiries about organization and provides callers with pertinent information.
11. Documents in the electronic medical records system regarding clients attending, not-attending, or rescheduling appointments on a real time.
12. Assists with re-scheduling lab/medical appointments when necessary.
13. Coordinates with Billing/Eligibility staff to collect eligibility documents, insurance and co-pays, prior to or at time of client visits.
14. Monitor the scheduling of meetings in the conference rooms.
15. Coordinates meal schedule for pharmaceutical representatives.
16. Communicates with Facilities Coordinator with any building/facilities issues.
17. Must dherence to medical front office policies and procedures
18. May assists in safekeeping the company credit cards and track issuance to staff as designated by supervisor.
19. Provide excellent customer service at all times to all clients.
20. Complete reports on a monthly basis as to the number of services provided in an effort to meet or exceed the funder’s measures/requirements.
21. Must abide by Confidentiality and HIPAA regulations to always safeguard protected health and sensitive information.
22. Complies with agency policies to include but not limited to Employee handbook, HIPAA, OSHA/safety rules and agency policies and procedures.
23. May assist in agency wide events and activities including after hours (evening/weekends) and as necessary.
24. Attend VAC departmental, organizational meetings and mandatory trainings.
25. May assist in coverage in other areas or clinic sites as necessary.
26. Other duties as assigned and required.
JOB QUALIFICATIONS - Education and Experience:
· High school diploma or general education degree (GED); and two years health industry related work experience and/or volunteer experience and/or equivalent training.
· Must be Bilingual (English-Spanish).
· Basic knowledge of HIV/AIDS
· Working knowledge of Microsoft Office, specifically Outlook, Word & Excel.
· Ability to communicate effectively both orally and in writing in English; organizational and project management skills.
· Ability to perform multiple tasks; good problem-solving abilities; demonstrate flexibility and positive people skills.
· Ability to work with people of diverse backgrounds living with HIV/AIDS.
· State of Texas Class “C” Driver’s License.
· Employee must maintain all certifications, licenses and/or registrations consistent with Westbrook Clinic policy and Texas State Law.
JOB QUALIFICATIONS – Knowledge, Skills and Abilities:
· Excellent and effective communication skills to interact with healthcare providers and patients and general public
· Ability to demonstrate knowledge and work with diverse populations in the community.
· Ability to speak fluent English; ability to handwrite legibly; ability to speak effectively before small groups of customers or employees
· Ability to organize and prioritize multiple work assignments to ensure completion of tasks with required time frames.
· Ability to participate effectively as a team member and contribute to a positive work environment.
· Working knowledge of Microsoft Office, specifically Outlook, Word & Excel.
· Ability to work under conditions of constant interruption and be able to stay on task.
· Ability and willingness to work a flexible schedule.
· Demonstrates basic skills in the use of computer systems and general business procedures and mathematical computations: to add, subtract, multiply, and divide, in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent
· Commitment to team approach to patient services and education.
· Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals; ability to write routine reports and correspondence.
ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
SPECIAL REQUIREMENTS/QUALIFICATIONS:
State of Texas Class “C” Driver’s License. Employees must maintain all certifications, licenses and/or registrations consistent with Westbrook Clinic policy and Texas State Law.
Flexibility to travel, if needed.
EQUIPMENT USED:
Requires frequent use of personal computer, including word processing and spreadsheet programs; telephone, copy machine, fax machine.
PHYSICAL DEMANDS and WORKING CONDITIONS: While performing the duties of this job, the employee is frequently required to sit for extended periods of time. Focus and constant use of desk top computer. Using fingers to make small movements such as typing or picking up small objects. Frequently conveying detailed or important instructions or ideas accurately, clearly, or quickly. Must occasionally lift and/or move up to 35 pounds with or without assistance. Vision corrected in normal range and hearing corrected in normal range. Manual dexterity. Work is predominantly performed in an office setting where the noise level is usually quiet. Eye strain and sitting for prolong periods.
This job description should not be interpreted as all-inclusive or as an employment agreement between the employer and employee. It is intended to identify the essential functions and requirements of this job and is subject to change by employer s needed.
Valley AIDS Council d/b/a Westbrook Clinic is an Equal Opportunity/Affirmative Action employer. Prohibits discrimination against individuals on the basis of race, color, national origin, religion, sex, sexual orientation, disability, age, status as a veteran or special disabled veteran, gender identity or expression, genetic information, pregnancy, childbirth or related medical conditions and any other prohibited characteristic.
Job Type: Full-time
Pay: From $14.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
