Medical Office Specialist / Front Desk Specialist
About The Position
The Medical Office Specialist manages both the check-in and check-out processes to ensure a smooth, welcoming, and high-level patient experience. This role serves as the first and last point of contact for patients and is responsible for front-office coordination, scheduling, documentation accuracy, payment collection, procedure preparation, and assisting with in-clinic marketing initiatives. Success in this role requires a strong understanding and ownership of the patient journey — from initial inquiry through treatment follow-up — ensuring that each patient receives consistent, high-touch care and successfully completes their treatment plan. Regenerative medicine experience is required. Experience in a cash-based practice is strongly preferred.
Requirements
- High School Diploma or equivalent
- Minimum 1 year experience in a medical office setting
- Regenerative medicine experience (required)
- Familiarity with medical terminology and HIPAA regulations
- Strong communication and patient service skills
- Detail-oriented with the ability to multitask
- Professional demeanor and punctuality
Nice To Haves
- Experience in a cash-based or self-pay practice (preferred)
- Experience with eClinicalWorks (preferred)
- Bilingual skills are a plus
Responsibilities
- Greet patients promptly with professionalism and warmth
- Verify and update demographic information in the EHR
- Ensure all required intake and consent forms are completed
- Notify clinical staff of patient arrival
- Maintain a clean, organized, high-end lobby environment
- Open and close the front lobby daily
- Schedule new patient consultations and follow-up visits
- Coordinate procedure appointments and treatment plans
- Review provider notes to confirm next steps
- Communicate treatment timelines clearly with patients
- Support patient flow in a high-touch, concierge-style setting
- Understand and actively own the patient journey, ensuring follow-through at every touchpoint
- Clearly explain self-pay pricing and payment expectations
- Collect and process payments accurately
- Provide receipts and documentation as needed
- Maintain transparency and professionalism when discussing fees
- Scan and upload documentation into eClinicalWorks (eCW)
- Prepare procedure paperwork and consent forms
- Update Salesforce and Leading Reach daily
- Process incoming mail and administrative correspondence
- Restock refreshments and maintain front-office presentation
- Assist the marketing team with in-clinic initiatives and promotions
- Maintain strict HIPAA compliance
- Facilitate communication between patients and clinical team
- Uphold company mission, values, and service standards
- Perform additional duties as assigned by the Practice Manager
Benefits
- 401(k)
- 401(k) matching
- Bonus based on performance
- Company parties
- Competitive salary
- Health insurance
- Opportunity for advancement
- Paid time off
- Training & development
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
