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Clinic Office Specialist

Company: Palmetto Health
Location: Greenville
Posted on: May 3, 2021

Job Description:

Inspire health. Serve with compassion. Be the difference.

Job Summary

This is an entry level position in which incumbents are responsible for aspects of clinic practice front office management and operation as assigned. May be responsible for some or all front office functions as detailed in the next section. Responsible for patient registration, precertification, charge capture and coding diagnoses given by physicians. Receives and interviews patients to collect and verify pertinent demographic and financial data. Verfies insurance and initiates pre-authorization process when required. Responsible for posting all payments and balancing with the computer reports at day end. Arranges for patient pre-payments and enforces financial agreements prior to providing service. Works queques, when appropriate gathers charge information, codes, enters into EHR, completes billing process, distributes billing information. Files insurance claims and assists patients in completing insurance forms. Processes unpaid accounts by contacting patients and third party payers. Can assume decision making responsibilities as directed by manager. Requires a high level of public contact and excellent interpersonal skills. Performs all assigned duties in a courteous and professional manner. May be cross trained to perform other business office functions if needed as directed by the manager.



  • Interviews patient or other source (in accordance with HIPAA Guidelines) to secure information relative to financial status, demographic data and employment information. Enters accurate information into the computer database, accesses appropriate systems to ensure the most recent insurance card is on file, and scans documents according to departmental guidelines. Follows up for incomplete and missing information.
  • Serves as a liaison between patient and medical support staff.
  • Greets patients and visitors in a prompt, courteous, and helpful manner.
  • Checks in patients, verifies and updates necessary insurance information in the patient accounting system (on line Registration).
  • Obtains signatures on all forms and documents as required.
  • Maintains office schedule and follows office scheduling policies.
  • Provides front office phone support as needed and outlined through crosstraining program.
  • Screens visitors and responds to routine requests for information.
  • Responsible for working work queue's to completion. i.e. registration, charges, referrals, etc.
  • Processes vouchers and private payments, to include updating registration screens based on information on checks.
  • Researches address verification as needed.
  • Helps to process mail return statements and outgoing statements.
  • Reconciles and acquires, when needed, billing information for all doctors for all patients seen in practice.
  • Performs cashiering functions including monitoring and balancing cash drawer daily. Prepares daily cash deposits. Receives payments from patients and issues receipts. Codes and posts payments and maintains required records, reports and files.
  • Works with patients in securing prepayment sources or financial agreements prior to providing service.
  • Participates with other staff to achieve account resolution. Assists with outpatient coding and error resolution.
  • Processes edits and Customer Service and Collection Request for resolution within specified time frames.
  • Identify trends and communicates problems to management.
  • Updates patient account database.
  • Maintains and updates current information on physician's schedules.
  • Schedules surgeries, ancillary services and follow-up outpatient appointments and admissions as requested.
  • Answers questions regarding patient appointments and testing.
  • Assembles patient records and forms for next day visit. Updates profiles on all patients, ensuring completeness and accuracy.
  • Oversees waiting area, coordinates patient movement, reports problems or irregularities. Assists patients with ambulatory difficulties.
  • Prepares and distributes appropriate reports, documents, and patient identification items as required. This includes but is not limited to, GHS Privacy Notice, Patient Rights and Responsibilities, Patient Rights in Healthcare Decisions Brochure, schedules, productivity logs, monthly collection reports, etc.


  • Researches all information needed to complete outpatient billing process including getting charge information from physicians.

  • Codes information about procedures performed and diagnosis on charge.

  • Keys charge information into on-line program.

  • Processes and distributes copies of documents according to clinic policies.

  • Assists with outpatient coding and error resolution.

  • Reviews patient records for scheduled appointments in advance.

  • Delivers, transports, sorts and files returned charts.

  • Picks up lab reports, dictations, correspondence, etc.

  • Scans appropriate information into the EHR.

  • Destroys outdated records following established procedures for retention and destruction.

  • Works with medical assistants and other staff to route patients and records to proper location.

  • Follows related EHR policies and procedures.


  • Gathers and verifies information for specified practice on a daily basis.
  • Enters all same day payment information for patient visits and hospital patients, verifying accuracy of coding, charging and patient insurance status.
  • Prints daily reports, verifying charge balancing at day end.
  • Complete work queue's on a daily basis.
  • Registers new patients after verifying patient status on computer inquiry. Updates financial information as indicated.

Supervisory/Management Responsibilities

This is a non-management job that will report to a supervisor, manager, director or executive.

Minimum Requirements

Education: High school diploma or equivalent

Experience: 1 year of experience in customer service OR one year of office experience in either a physician practice, hospital, or medical insurance processing work environment

Required Certifications:


Other Required Experience

Associate Degree in a technical specialty program of 18 months minimum in length - Preferred

Multi-specialty group practice setting experience - Preferred

Intermediate ICD-9 and CPT coding abilities - Preferred

Work Shift

Day (United States of America)


Center for Prosthetics & Orthotics


1008 Greenville Memorial Hospital


10359040 Patient Registration-SOC

Share your talent with us! Our vision is simple: to transform healthcare for the benefits of the communities we serve. The transformation of healthcare requires talented individuals in every role here at Prisma Health.

Keywords: Palmetto Health, Greenville , Clinic Office Specialist, Other , Greenville, South Carolina

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