Medical Office Specialist (Part-Time)
Prosper Healthcare is seeking a dependable, organized, and self-motivated Medical Office Specialist to help keep the day-to-day administrative operations of our practice running efficiently.
This position is ideal for an individual who enjoys working independently, takes ownership of their responsibilities, communicates professionally, and thrives in a fast-paced healthcare environment. The successful candidate will be expected to prioritize work appropriately, follow established workflows, exercise sound judgment, recognize when escalation is needed, and consistently follow tasks through to completion.
This is more than a front desk position. We are looking for someone who will become a long-term, trusted member of our team and play an important role in building and sustaining the systems that help our patients receive safe, timely, effective, and patient-centered care.
Position Details
- Position: Part-Time, W-2, Non-Exempt
- Schedule: Monday-Friday, 8:00 AM-12:00 PM (approximately 20 hours per week)
- Compensation: $18.00 per hour
This position is not eligible for employer-sponsored health insurance, retirement, or paid leave benefits. Prosper Healthcare observes major holidays.
Key Responsibilities
Office Communications
- Answer incoming telephone calls using professional telephone etiquette.
- Screen patient calls, gather accurate information, recognize urgency, document appropriately, and route communication as needed.
- Review and respond to office voicemail.
- Monitor and manage the general office email account.
- Review and respond to patient portal messages according to office workflow.
- Review and respond to patient text messages according to communication preferences and office workflow.
- Review and process incoming and outgoing faxes.
- Review communication logs and resolve failed fax or text transmissions.
- Maintain concise, professional, and patient-centered communication.
Patient Access & Scheduling
- Schedule, reschedule, and confirm patient appointments.
- Apply established scheduling guidelines to determine the appropriate visit type and appointment length.
- Coordinate new patient scheduling and registration.
- Manage appointment confirmations and cancellations according to office policy.
- Follow up on missed and cancelled appointments.
- Manage walk-in patients according to established workflow.
- Recognize scheduling conflicts and obtain guidance when appropriate.
Medical Records & Documentation
- Process incoming and outgoing medical records.
- Upload, categorize, and appropriately index documents within the electronic health record.
- Process medical record requests.
- Prepare forms for provider review.
- Update recurring forms using previous provider-completed versions when appropriate.
- Maintain accurate, organized, and timely documentation within the electronic health record.
- Route completed work appropriately.
- Assist with Doximity Scribe workflows.
- Create and manage Office Ally tasks according to workflow standards.
Clinical Administrative Support
- Coordinate referrals.
- Assemble referral packets.
- Track referral completion.
- Assist with prior authorizations.
- Process medication-related administrative requests.
- Support medication refill workflows by gathering required information and routing requests according to office policy.
- Support laboratory workflows by preparing requisitions, tracking results, coordinating patient communication, and scheduling repeat laboratory testing as delegated.
- Coordinate provider administrative support activities.
- Complete administrative portions of forms and letters before provider review.
Electronic Health Record & Technology
- Navigate Office Ally efficiently.
- Utilize Office Ally, Zentake, RingCentral, Patient Ally, Doximity, CoverMyMeds, Availity, Labcorp, Quest, and other practice technologies.
- Upload and organize patient information accurately.
- Route tasks and maintain documentation within the electronic health record.
- Learn new technology and workflow enhancements as implemented.
Workflow & Practice Operations
- Follow established office workflows and standard operating procedures.
- Complete administrative responsibilities before escalating concerns.
- Exercise sound administrative judgment and recognize when escalation is needed.
- Prioritize competing responsibilities appropriately.
- Maintain shift reports and workflow continuity.
- Identify workflow barriers and communicate them promptly.
- Recognize recurring operational issues and suggest practical workflow improvements.
- Anticipate routine administrative needs whenever possible.
- Assist in maintaining efficient daily practice operations.
Professional Standards
- Maintain HIPAA compliance and patient confidentiality.
- Demonstrate professional verbal and written communication.
- Demonstrate initiative while recognizing role responsibilities and appropriate escalation pathways.
- Take ownership of assigned responsibilities through completion.
- Demonstrate reliability, accountability, and follow-through.
- Work collaboratively as a team member.
- Adapt to changing priorities and workflows.
- Demonstrate a commitment to continuous learning and professional development.
Qualifications
- Experience working in a medical office or healthcare administrative setting preferred.
- Experience with electronic health records preferred.
- Experience scheduling patients in a healthcare setting preferred.
- Experience managing patient communications across multiple platforms preferred.
- Experience processing medical records, referrals, prior authorizations, or other administrative healthcare workflows preferred.
- Professional verbal and written communication skills.
- Strong organizational, time management, and problem-solving abilities.
- Ability to prioritize multiple responsibilities in a fast-paced environment.
- Computer proficiency with the ability to quickly learn new technology and software applications.
- High attention to detail, reliability, accountability, and follow-through.
Growth Opportunity
Prosper Healthcare is committed to supporting the professional growth of team members while recognizing that career goals vary from person to person. Growth opportunities are based on demonstrated performance, individual interest, and the evolving needs of the practice.
As the practice grows, opportunities may include:
- Increasing scheduled work hours based on practice needs and mutual interest.
- Cross-training in additional administrative and operational functions.
- Participating in workflow development and practice improvement initiatives.
- Assuming increased autonomy and responsibility in supporting daily practice operations.
- Expanding administrative responsibilities as organizational needs evolve.
Employees who prefer to continue serving as a Medical Office Specialist are valued members of our team. Our goal is to support individuals in becoming long-term, trusted contributors to the success of Prosper Healthcare.
Why Join Prosper Healthcare?
If you are dependable, organized, enjoy helping others, and believe that strong administrative systems contribute to exceptional patient care, we encourage you to apply. We are looking for someone who wants to become a long-term, trusted member of our team and grow alongside a practice committed to providing safe, timely, effective, and patient-centered care.
Pay: $18.00 per hour
Benefits:
- Free parking
- Opportunities for advancement
- Wellness program
Application Question(s):
- Describe how you organize and prioritize your work when managing multiple responsibilities such as answering phones, scheduling appointments, responding to patient messages, and completing administrative tasks.
- Tell us about a time you identified a problem or improved a process without being asked. What was the situation, what did you do, and what was the outcome?
- Describe a task or project that required follow-up over time. How did you ensure nothing was overlooked and that the task was completed?
- Tell us about a time you had to communicate with a frustrated or upset patient, customer, or client. How did you handle the situation?
- A patient arrives to check in while the phone is ringing, a patient portal message marked "urgent" comes in, and a provider asks for assistance. How would you prioritize these responsibilities? Please explain your thought process.
- Describe a time you received constructive feedback that changed the way you worked. What was the feedback, how did you respond, and what did you learn from the experience?
Work Location: In person
