Overview
About the Role
The primary purpose of the Medical Office Assistant position is to provide support with the daily activities of the clinic including answering phones and routing calls, scheduling appointments, patient referrals, greeting and registering patients. Responds to requests and questions from hospitals, patients and referring physician offices. Assists with billing and record retention activities.
Responsibilities
What You’ll Do
- Provides patient‑centered service by creating a friendly, welcoming, safe environment; communicating clearly; responding to complaints promptly; organizing work to meet customer needs; meeting/exceeding service expectations; modeling Service Excellence; maintaining professional composure; working effectively with the team; and demonstrating respect for patient rights.
- Greets patients and visitors promptly and courteously, explains clinic procedures, answers routine questions, and helps maintain adherence to appointment schedules.
- Schedules, cancels, and confirms appointments accurately; provides directions and pre‑visit instructions; conducts reminder calls; performs pre‑registration; completes real‑time check‑in/check‑out; and meets/exceeds productivity and quality standards.
- Registers patients completely and accurately by obtaining, updating, verifying, and entering all required data; securing signatures; interviewing patients professionally; serving as a liaison; verifying third‑party information; and ensuring referrals and pre‑authorizations are obtained.
- Answers and manages phone calls by taking accurate messages, researching non‑routine questions, documenting in the electronic record, communicating with hospitals and physician offices, protecting confidentiality, covering intake lines, entering transplant intake information, obtaining medical records, notifying navigators/reviewers, performing inpatient transfer intakes, mailing packets, making financial referrals, and reviewing MyChart requests.
- Maintains filing systems by ensuring lab slips, x‑ray reports, and scripts are filed, prepped, or scanned according to guidelines, including proper attachment of documents with zebra labels.
- Assists with billing procedures by preparing information for Finance, collecting statistics and producing reports, collecting payments and reconciling cash, and providing support for the Physician Referral System process.
- Adheres to patient identification policies, maintains good customer relations, complies with UH policies and regulations, stays current with all relevant laws and standards, and performs other related duties as assigned.
Qualifications
What You’ll Bring
- High school diploma or GED required; Associate degree preferred.
- Two (2) years of progressively responsible clerical experience, including receptionist and scheduling duties required. Experience in medical office setting including some billing preferred.
- Computer skills (proficient w/MS Office & experience w/electronic registration and medical record systems) and excellent customer service skills required. Ability to multi-task and to effectively present information in one-on-one and small group situations.
- Bilingual (Spanish, Portuguese, or French) preferred.
What We Offer
- Vacation Accrued Time
- Medical & Prescription Drug Coverage
- Dental & Vision Insurance
- Health Savings Account (HSA) & Flexible Spending Account (FSA)
- Short- & Long-Term Disability Insurance
- Pension Plan
- Pet Insurance
- Employee Assistance Program (EAP)
- Professional Development
Compensation (NJ Job Transparency Law)
In compliance with New Jersey’s Pay Transparency Act, the hourly range for this position is $22.56 - $23.75.
University Hospital considers multiple factors when determining compensation, including (but not limited to) the scope and responsibilities of the position, the candidate’s relevant work experience, education and training, key skills, internal equity, market data, and organizational needs.
About Us
University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.
Apply Today
We encourage candidates from all backgrounds to apply. If you want to grow your career in healthcare while serving a vibrant community, we’d love to meet you.