Position Summary The New Patient & Medical Records Specialist serves as a key member of the practice's administrative team, responsible for coordinating new patient onboarding, managing medical record requests, supporting front desk operations, and assisting with insurance-related functions. This position requires excellent customer service skills, strong organizational abilities, attention to detail, and a thorough understanding of medical practice workflows, insurance verification processes, HIPAA regulations, and patient confidentiality requirements. Essential Duties and Responsibilities New Patient Coordination Serve as the primary point of contact for new patient inquiries. Schedule and register new patients according to practice guidelines. Collect and verify demographic, insurance, and referral information. Ensure all required new patient forms and documentation are completed prior to appointments. Review incoming records and documentation necessary for provider review. Communicate appointment details, preparation instructions, and practice policies to patients. Maintain accurate patient information within the EHR system. Medical Records Management Process and track incoming and outgoing medical record requests. Prepare, copy, scan, upload, and distribute medical records as requested. Coordinate requests with outside providers, attorneys, insurance companies, hospitals, and patients. Maintain accurate logs of requests and release dates. Create invoices and fax to the requesting entity. Respond to patient and provider inquiries regarding medical records status. Fax Management Review, sort, and distribute incoming faxes to appropriate departments and providers. Upload and index documents into the EHR. Monitor fax queues to ensure timely processing of referrals, test results, records, and correspondence. Ensure urgent documents are brought to the attention of providers or appropriate clinical staff promptly. Front Desk and Intake Coverage Provide coverage for front desk staff as needed. Greet patients and visitors in a professional and courteous manner. Check patients in and out for appointments. Collect copayments, balances, and required documentation. Verify patient demographics and insurance information. Maintain efficient patient flow and assist with patient scheduling. Insurance and Eligibility Support Verify patient insurance eligibility and benefits as needed. Assist with obtaining referrals and prior authorizations when appropriate. Identify and resolve basic insurance coverage issues. Educate patients regarding insurance requirements and financial responsibilities. Maintain strong knowledge of commercial, Medicare, Medicaid, workers' compensation, and other payer plans. Additional Responsibilities Maintain confidentiality of patient information in accordance with HIPAA regulations. Participate in staff meetings and training sessions. Support practice goals by promoting teamwork and excellent patient service. Cross-train in other administrative functions to ensure operational continuity. Qualifications High school diploma or equivalent required. Minimum of 2 years of experience in a medical office environment preferred. Strong understanding of health insurance plans and eligibility verification. Experience with electronic medical record systems. Excellent communication, customer service, and organizational skills. Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Knowledge of specialty medical practice operations. Familiarity with electronic fax management systems. Bilingual skills are a plus. Physical Requirements Prolonged periods of sitting, standing, and computer usage. Ability to move throughout the office as needed to support patient flow and operations. Key Competencies Exceptional customer service Attention to detail HIPAA compliance and confidentiality Insurance knowledge Time management Multitasking ability Problem-solving Professional communication Reliability and teamwork Performance Expectations Timely processing of medical record requests. Accurate new patient registration and scheduling. Efficient management of incoming fax communications. Positive patient experience and satisfaction. Accurate insurance eligibility verification. Reliable front desk coverage with minimal supervision. Consistent compliance with HIPAA and practice policies.

Pay:

$18.00 - $20.00 per hour Expected hours: No more than 40.0 per week

Benefits:

401(k) Flexible schedule Health insurance Paid time off Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person