Office Support Specialist

Job Description: Office Support Specialist

Position Title: Office Support Specialist
Department: Administration
Reports To: Practice Manager/Practice Owner
Employment Type: Full-Time (32 Hours)

Position Summary

The Office Support Specialist is responsible for providing administrative and operational support to ensure the efficient day-to-day functioning of a small privately owned medical practice. This position serves as a key point of contact for patients while supporting providers and staff through exceptional customer service, organization, and attention to detail. The ideal candidate is professional, compassionate, dependable, and able to multitask in a fast-paced healthcare environment while maintaining patient confidentiality.

Essential Duties and Responsibilities

• Greet patients and visitors in a friendly, professional manner.
• Answer and direct incoming phone calls promptly and courteously.
• Schedule, reschedule, and confirm patient appointments.
• Verify patient demographics, insurance information, and required documentation.
• Check patients in and out while ensuring all necessary forms are completed.
• Collect copayments, balances, and process payments accurately.
• Maintain accurate electronic medical records (EMR).
• Scan, upload, file, and organize patient documents.
• Assist with patient referrals, authorizations, and medical records requests.
• Monitor office supplies and place orders as needed.
• Prepare examination rooms or paperwork as requested by clinical staff.
• Coordinate incoming and outgoing mail, faxes, and electronic correspondence.
• Assist providers and management with administrative projects and daily operations.
• Maintain a clean, organized, and welcoming reception and office area.
• Follow HIPAA regulations and maintain strict patient confidentiality.
• Perform other administrative and clerical duties as assigned.

Required Qualifications

• High school diploma or GED required.
• Previous experience in a medical office or healthcare setting preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Experience using electronic medical record (EMR) systems preferred.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong organizational skills and attention to detail.
• Professional appearance and demeanor.
• Ability to maintain confidentiality and exercise discretion.

Preferred Qualifications

• Medical terminology knowledge.
• Experience with insurance verification and prior authorizations.
• Knowledge of HIPAA regulations.
• Experience with medical scheduling software and practice management systems.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Frequent use of computers, telephones, and other office equipment.

Work Environment

This position is based in a small privately owned medical practice where teamwork, professionalism, and compassionate patient care are essential. Employees should be comfortable working in a fast-paced environment while providing outstanding service to patients and supporting fellow staff members.

Key Competencies

• Customer Service Excellence
• Professionalism
• Communication
• Organization
• Time Management
• Attention to Detail
• Teamwork
• Problem Solving
• Adaptability
• Confidentiality and Ethical Conduct

The Office Support Specialist plays a vital role in creating a positive patient experience while ensuring the practice operates efficiently and effectively.