Staff Support

Carbon Health•Santa Clara, CA

3d•Onsite

About The Position

The Medical Staff Support position is a full-time, hourly role within our Support Staff department, providing essential front-office and administrative support to ensure a smooth, efficient patient experience. In this role, you will be the first point of contact for patients and other callers, managing multiple communication channels while coordinating with clinical and back-office staff. You will work a 9-hour shift Monday through Friday, contributing to a professional and supportive environment that helps our medical team deliver high-quality patient care.

Requirements

Previous experience in a medical office, clinic, or similar healthcare setting preferred
Proficiency in handling multiple phone lines and high call volumes in a professional manner
Experience scheduling patient appointments using electronic scheduling or practice management systems
Ability to manage voicemail, fax, scanning, and basic office equipment with accuracy and efficiency
Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment
Excellent verbal and written communication skills in English
Customer service–oriented mindset with a professional, courteous, and compassionate demeanor
Comfort working with computers and standard office software; experience with electronic health records (EHR) is a plus
High attention to detail and accuracy in data entry, patient check-in/check-out, and document handling
Ability to collaborate effectively with front-office, back-office, and clinical staff as part of a team
Reliability and punctuality, with the ability to work 9-hour shifts Monday through Friday
High school diploma or equivalent required
Ability to maintain strict confidentiality and adhere to HIPAA and all clinic policies and procedures

Nice To Haves

additional medical administrative training or certification is a plus
experience with electronic health records (EHR) is a plus

Responsibilities

Answer and manage multiple phone lines, directing calls and messages to the appropriate staff member or department
Schedule, reschedule, and confirm patient appointments according to provider availability and clinic guidelines
Monitor, retrieve, and respond to voicemail messages in a timely and professional manner
Fax, receive, and distribute documents, referrals, and medical records as needed
Scan and upload documents into the appropriate electronic systems or patient records
Check patients in and out, verifying demographic and insurance information and ensuring all required forms are completed
Collect co-pays and other patient payments at check-in or check-out and process them accurately
Coordinate patient flow by communicating with clinical and back-office staff to minimize wait times and optimize schedules
Assist back-office or clinical staff with basic non-clinical tasks as needed to support patient care and office operations
Maintain a clean, organized, and professional front-desk and reception area
Protect patient confidentiality and follow all HIPAA and clinic privacy and security policies
Provide courteous, empathetic, and professional customer service to all patients, visitors, and staff members
Work a consistent 9-hour schedule Monday through Friday, with reliability and punctuality