Medical office specialists are a part of the healthcare team who help with scheduling, ensure patients receive treatment promptly, and manage billing and insurance.
They also assist physicians and other providers in keeping their schedules organized, maintaining an adequate supply of equipment and tools, and keeping medical records and notes up to date.
To become a medical office specialist, you’ll need at least a high school diploma. In addition, many medical office specialists choose to earn a certification to make themselves a more valuable asset to the organization.
This guide will go over what medical office specialists are, what their responsibilities are, average salaries, requirements, and more.
What is a Medical Office Specialist & What Do They Do?
A medical office specialist is usually the first person you’ll see when you enter a healthcare facility. They can work in doctor’s offices, hospitals, outpatient clinics, surgical centers, and more.
While medical office specialist job descriptions vary based on the specific location and specialty area, most medical office specialists have similar duties and responsibilities.
Medical office specialist responsibilities include:
- Organizing the office. Both office supplies and medical supplies should be accessible and easy to find at all times. Keeping things organized helps avoid delays and frustration for both staff and patients in a medical office.
- Scheduling patient appointments. Balancing the schedule is one of the most important responsibilities of the medical office specialist. They also send appointment reminders to patients and help physicians avoid taking on too large of a caseload.
- Ordering supplies. Medical office specialists have to keep an inventory of supplies and make sure that things are re-ordered at appropriate times. They will also have to track expiration dates and make sure that equipment and medical supplies are used or discarded before they expire.
- Performing safety checks. Some medical office specialists are responsible for checking important medical equipment to make sure that everything is functioning correctly. Ensuring that batteries are charged, emergency tools are accessible, and fire alarms are functioning helps keep patients and staff safe.
- Updating patient records. Medical office specialists are responsible for keeping patient information such as addresses, vital signs, and allergies. They may also work with physicians to record what happens during a procedure or appointment.
- Assisting with patient questions. When answering phone calls, the medical office specialist should understand which phone calls require urgent attention and which can be addressed at a later time. Medical office specialists should take detailed notes when a patient asks a question that needs to be addressed with the physician.
- Handling payments. Handling billing and payments within a healthcare system can be tricky. Not only can billing and coding be confusing, but patients may often be surprised or stressed about their medical bills. Medical office specialists should always handle billing and payment problems in an empathetic but professional manner.
- Coordinating with other providers. Providers may sometimes refer their patients to different specialists or imaging services. Medical office specialists can help patients coordinate with other providers or offices to help them get the care they need.
Where Do Medical Office Specialists Work?
Medical office specialists can work anywhere that provides healthcare services. Some of their most common workplaces include:
- Offices of physicians. Offices of physicians may also include pediatric offices, dermatology clinics, instances, or family practice offices. These offices typically deal with people who have non-emergent medical needs.
- Dental offices. Working in a dental office requires some unique training regarding dentistry and oral health, but the general responsibilities are the same as any other medical office specialist.
- Chiropractic offices. Chiropractic offices often offer additional services such as physical therapy or massage. They are often considered non-traditional medicine, and medical office specialists in chiropractic offices may need special training in insurance and billing for these types of services.
- Medical spas. Medical spas offer treatments such as Botox, fillers, microdermabrasion, and non-surgical fat removal. There are also aesthetic surgical centers that offer breast augmentation and surgical fat removal.
- Hospitals. Medical office specialists working in hospitals may deal with more emergencies and surprises than those working in an office or outpatient setting. Hospital medical office specialists may specialize further in emergency medicine, operating room management, or intensive care.
- Mental health clinics. Mental health clinics can include psychiatric offices, crisis centers, or therapist’s offices.
How to Become a Medical Office Specialist: Requirements & Steps
Becoming a medical office specialist is a great career choice for anyone interested in the medical field. Medical office specialists have great careers with a relatively low barrier to entry.
The following steps can get you started in a career as a medical office specialist:
- Obtain your high school diploma or GED. Before you can apply for a job as a medical office specialist, you’ll need at least a high school diploma or GED. Certification training programs also require all students to have a high school diploma or GED.
- Consider getting certified. While certification is not required for a medical office specialist, getting a certification like the CMAA from the NHA can you stand out among job applicants and might help you get a higher salary. In addition, having a certification may make you eligible for more promotions and advancement opportunities. According to the 2020 Industry Outlook, 75% of employers either require or encourage certification for their medical office specialists.
- Choose a training program. If you choose to earn your certification, you’ll need to complete a training program. There are many online options, and some can be completed in as little as three months. These programs will prepare you to pass your certification exam and enter the workforce with confidence. One great option is our Online Medical Administrative Assistant Program, which only takes 3 months to complete and prepares you to take the CMAA certification exam/
- Complete your coursework. Medical office specialists will need to learn about medical terminology, billing and coding, phone etiquette, healthcare documentation, healthcare law, ethics, and more. While most people are able to work while completing their coursework, students should expect to spend time studying each day.
- Take your certification exam. The National Healthcareer Association offers a Certified Medical Administrative Assistant exam that is perfect for medical office specialists.
- Build your resume and apply for jobs. Some training programs, like ours here at Stepful, have career counselors who can help you build a resume, practice interviewing, and apply for jobs. Career search websites such as LinkedIn and Indeed are also great places to start your search.
- Maintain your certification. CMAA certifications must be renewed every two years. To renew a certification, candidates must complete 10 continuing education credits and pay a recertification fee to the NHA.
- Look for growth opportunities. Medical office specialists can advance their careers by becoming trainers for new employees, instructors for certification courses, or even office managers.
It’s worth noting that medical office specialists may also be called other things, depending on the facility, such as medical administrative assistants, medical secretaries, medical receptionists, and medical office assistants. So be sure to consider this when looking for jobs.
Skills Required to be a Successful Medical Office Specialist
Being a medical office specialist is not always easy, but it is rewarding. In order to be a successful medical office specialist, you’ll need to develop a few skills, such as:
- Patience. Anyone in healthcare needs to have a lot of patience and empathy. Patients are often stressed about their health, and may not be feeling well when they come into the office. Medical office specialists can help people feel less stressed and more comfortable in the office.
- Organization. Keeping patient records, supplies, and paperwork organized is one of the main responsibilities of the medical office specialist.
- Communication. Medical office specialists spend their days talking to patients on the phone and in person, writing emails, communicating with insurance companies, and relaying information to physicians. They must have excellent written and verbal communication skills.
- Medical terminology. Having a working knowledge of medical terminology is essential to working in a medical office. Using the correct language helps keep patients safe and records accurate.
- Billing and coding knowledge. Because it is used so often by medical office specialists, many of them choose to get additional training and certifications for medical billing and coding.
- Computer skills. Working in a medical office means you’ll have to accurately document patient information using special computer programs. In addition, medical office specialists have to be able to use special scheduling programs and organizational sheets.
- Time management. Medical office specialists tend to stay busy throughout the day and often have to prioritize and balance several different tasks at once.
Medical Office Specialist Salaries
Medical office specialists earn a decent living and have good job security. The average salary of a medical office specialist in the United States is $43,380 per year or about $20.85 per hour. This varies based on years of experience, job location, and certification.
Medical office specialists with no certification or experience may start out making $36,000 per year, while those who are experienced and certified can earn as much as $55,000 per year.
Medical office specialists also enjoy benefits such as health insurance, dental insurance, paid time off, sick leave, and education reimbursement.
