Mount Sinai Careers

Medical Office Specialist

New York, New York
Professional / Managerial / Administrative

Job Description

Job Summary                                                                                                                       

The Medical Office Specialist offers clinical and administrative medical office support to physicians and surgeons.  Assists in patient care and administrative duties necessary to deliver quality patient care.


A.    Clinical / Technical / Service

1.     Performs various duties as a member of the health team in the treatment and care of patient and their families and also assists with tasks to support the unit

2.     Monitors patient flow in waiting room and resolves patient flow issues related to registration and post-visit processing

3.     Provides set-up of examination room and instruments in accordance with proper techniques established by hospital and infection control policies. 

4.     Takes and monitors vital signs, including fetal heart rate if necessary

5.     Performs phlebotomy, point of care testing, and other procedures as indicated by physician order, including but not limited to electrocardiogram and phototherapy

6.     Assists with procedures as necessary including but not limited to echocardiogram, sigmoidoscopy, proctoscopy, nasal scope, colposcopy, biopsy, LEEP, laser and cystoscopy

7.     Sets up oxygen and suction

8.     Translates as needed

9.     Performs vision screening

10.  Participates and supports the health team in the direct patient care under the supervision of an RN/LPN or MD

11.  Inventories, orders or re-stocks medical supplies; monitors expiration dates on all medications and medical supplies disposing appropriately as per institution policy

12.  Maintains logging system as required for refrigeration of medications, point of care testing, sterilization process, or others as needed

13.  Performs routine maintenance/cleaning of equipment and instruments; Notifies appropriate personnel regarding any malfunction in equipment

14.  Maintains a safe, secure, and healthy work environment by following standards and procedures; complies with legal regulations

15.  Complies with established personal protective equipment requirements necessary for protection against exposure to blood and other potentially infections body fluids, chemical disinfectants, radiation and other hazardous substances

16.  Acts rapidly and calmly during emergencies, initiates CPR and provides the necessary items called for by the team

17.  Transports patients and equipment as needed

18.  Performs any and all duties involving direct patient care as assigned by the RN/LPN within the framework of the New York State Nurse Practice Act and MSHS Policy and Procedures

19.  Documents in medical record / electronic medical record as required by hospital policy

20.  Complies with hospital and departmental policies and procedures

21.  Demonstrates the knowledge and skills necessary to provide care, based on physical, psychosocial, educational, safety, and related criteria, appropriate to the age of the patients served in assigned area

22.  Greets and registers patients, prepares and processes appropriate forms, directs patients to appropriate areas and arranges transportation needs

23.  Screens incoming calls, takes and responds to messages, as well as responds to inquiries regarding department procedures, services and programs.

24.  Schedules appointments and completes pre-registration via telephone including insurance verification and full patient demographics collection over the telephone or in person using computerized system(s) with accountability for the integrity of the data, including all patient demographics and insurance information

25.  Fulfills clerical responsibilities as assigned using the electronic medical record (EMR) system or manually as necessary, to include: sending and receiving patient medical records; obtaining lab/x-ray reports, discharge summaries, referral information, etc.

26.  Performs routine cash collections at time of service.

27.  Completes forms and requisitions as needed, managing charts to ensure information is completed and filed appropriately. Assists in the creation and maintenance of medical charts.

28.  Retrieves lab, pathology and diagnostic testing, and operative reports and data from computer systems

29.  Checks, verifies and updates insurance information utilizing internal or electronic sources.

30.  Obtains and documents managed care referrals, required pre-certifications and authorizations as necessary

31.  Supports surgical or procedure scheduling in conjunction with Surgical Coordinator or other similar role(s) verifying times with patients; preparing charts, pre-admissions and consent forms

32.  Maintains a working knowledge of New York State third party payer eligibility requirements for private and hospital billing

33.  Utilizes and understands basic medical terminology; able to complete visit encounter forms and enters ICD10-CM and CPT information into computerized systems as appropriate

34.  Assists in training, orientation and education of entry level and or/float staff

35.  Demonstrates the ability to set priorities and organize work. Reports and resolves problems effectively. Identifies and reports staffing problems to appropriate manager or administrator

36.  Performs miscellaneous clerical duties as assigned

37.  Demonstrates excellent customer service skills exhibited by courtesy, cooperative spirit and tact when interacting with employees, patients and visitors

Age Specific Competencies (Neonate/Infant, Pediatric, Adolescent, Adult, Geriatric) as appropriate to the area of practice

a.   Identifies physical, behavioral and emotional characteristics typical for the age group

b.  Modifies approaches based on patient age-specific needs and responses to treatment

c.   Provides care for patients based on age-specific needs

d.  Uses communication techniques which are age appropriate

B. Organizational/Managerial

38.  Participates in the department’s performance improvement activities

39.  Maintains patient/employee confidentiality in the management of information

40.  Observes the Health Care System’s compliance policies

41.  Actively participates in unit staff meetings when on duty

42.  Participates in CQI projects as directed by the manager

C. Educational/Professional Development

43.  Participates in the development of other staff members

44.  Meets regulatory, licenser and annual health assessment requirements

45.  Identifies learning strengths and needs

46.  Utilizes learning resources

D. Communication/Relationships

47.  Demonstrates a professional, courteous, and respectful attitude in dealing with patients, families and significant others

48.  Displays courtesy, tact and patience during interactions with all members of the hospital staff and extended community

49.  Notifies appropriate staff of patient’s status

50.  Helps to maintain a quiet, therapeutic and clean environment Adheres to legal and ethical standards

51.  May be required to perform other duties as assigned

Items 1-39 are essential functions of this position under the Americans with Disabilities Act

Mount Sinai Health System is committed to the tenets of diversity and workforce that is strengthened by the inclusion of and respect for our differences


High School Diploma/GED.

BLS certification.

Certification as a Medical Assistant from an approved school or two years of experience working as a medical assistant.

Licensed/Credentialed as a Phlebotomist or EKG technician preferred.


Proficient in medical terminology and HIPAA guidelines

Ability to handle multiple priorities and to deal calmly with individuals under stress.

Ability to organize the activities of multiple patients.

Effective interpersonal and communications skills required

Excellent telephone etiquette

Ability to communicate effectively with patients and families of various cultural and social backgrounds

Knowledge of electronic medical record or billing systems preferred, but not required.

Must be able to adapt to a growing and changing environment