Medical Office Administrator

US-CA-Santa Rosa
Job ID
# Positions
Posted Date
4 months ago

About Us

"Empowering Human Potential” is more than a tagline; it’s our mantra for all associates, that motivates and reminds us of the essential role we play in the lives of our patients and customers. Whether directly or indirectly, every individual across every business unit and department at Hanger is helping to improve the lives of our patients and customers. One by one, we listen to challenges, collaborate with partners, identify solutions, overcome obstacles, lead through innovation, and apply our expertise to help move lives forward.
We know that the “possible” lives inside each of us, waiting to be unleashed. At every touch point across all of our business, we are keeping lives in motion, breaking down barriers, taking dreams further. As one united Hanger, we are achieving more of our own potential so that we can help patients do the same. Together we are working with one idea in mind: Empowering Human Potential.
A job with Hanger, one of the leading clinical authorities in the provision of integrated rehabilitative solutions, including being the largest owner and operator of orthotic and prosthetic clinics in the United States places you on a path leading well beyond ordinary career opportunities.

Hanger, Inc. is an equal opportunity employer - female/minority/disability/vet.


Position Summary: 


Medical Office Administrator will provide the highest level of customer service to patients, fellow employees and referral sources through the coordination and administration of the “front office” activities. Typical responsibilities include all aspects of the clinic administrative operations from scheduling appointments, validating insurance and payment authorization, inputting claims, processing payments, performing account collections, conducting billing research and responding to telephone inquiries. Ensure billing for all services provided is accurate, timely and fully documented.  Provide efficient cash collection through excellent reimbursement practices while ensuring compliance with relevant laws, regulations and established Company policies and compliance programs.


Depending on the operational requirements and size of the Hanger Clinic, this position may include some or all of the functions or roles listed below:

Patient Check In:

 Responsible for all aspects of patient appointment scheduling, insurance verification, creation of new patient charts and maintenance of patient records in accordance to Hanger compliance policies, scanning and filing patient documents, ensuring complete and accurate information, managing incoming phone calls, timely completion of all assigned tasks.
Patient Check Out:
 Provides administrative support for all aspects of closing a patient visit including obtaining insurance authorization, providing financial counseling for patients, posting over the counter (OTC) payments, timely completion of all assigned tasks, mail forwarding tasks and daily document research on OnBase, coordinating with clinical staff in managing in progress services, scheduling return appointments, reviewing and managing incoming documents and tasking to appropriate parties to distribute work. Document management, including incoming and outgoing faxes via RightFax and management of outstanding requests for information.


 Reviews charge information to ensure accuracy per payer requirements; makes corrections as needed.
 Manages services in progress and updates to accounts receivable (AR) once items are delivered, maintaining AR levels over 120 days at or below target level.
 Responsible for reviewing claim edits and resolving them, working claim rejections and denials, performing voids and corrections as necessary.
 Responsible for submitting clean and accurate claims; accurate completion of patient chart required elements
 Timely completion of all assigned tasks.
 Generating reports to ensure that claims are processed within timely filing limits. Will also run claim edit metrics to determine the type of edit issues that are recurring to aid in future training.


 Manages the accounts receivable and collections process; timely completion of all assigned tasks.
 Assumes responsibility for maintaining company mandated collection standards.
 Prepares outstanding accounts reports and gathers credit and/or reference information.
 Manages both the internal bad debt process and the external collection agency’s process for Private Pay
 Maintains database by entering, updating, and retrieving data, as well as formatting and generating reports.
 Resolves outstanding invoice problems from past due accounts. Responds to inquiries from customers or external
collection resources.
 May place calls or send messages to those with unresolved issues.


 Assist with inventory as directed by Management and/or Inventory Coordinator as detailed below:
o Assist in reconciling items currently in use by clinicians to items in the inventory system
o Assist in counting inventory
o Assist in data entry of inventory counts



 Provide the highest level of customer service to patients, fellow employees and referral sources.
 Ensure the privacy and security of protected health information per HIPAA requirements.
 Ability to key 40 words per minute with accuracy preferred.
 Understanding of medical reimbursement and terminology and a complete understanding of general office duties.
 Proficient computer skills including Windows based office technologies (ex. Word, Excel), e-mail and automated billing
 Prior experience with electronic health/medical record systems (preferably NextGen)
 Ability to use all necessary office equipment, facsimile machines, calculator, postage machine, copiers, etc.
 Knowledge of state, federal and regional collection and reimbursement laws where applicable.
 Proficiency with basic math and accounting skills.
 Some positions may require candidates to be bilingual in Spanish.
 Basic qualifications:
o High school diploma or GED required.
o Minimum of 2 years of office administrative experience.

Personal Attributes:

 Results-driven achiever with exemplary planning and organizational skills, along with a high degree of detail
 Resourceful team player who excels at building trusting relationships with patients, referral sources, and colleagues.
 Personable office professional whose strengths include cultural sensitivity and an ability to build rapport with a diverse
population in multicultural settings.
 Flexible team player who thrives in environments requiring ability to effectively prioritize and juggle multiple concurrent
projects in a fast paced environment.
 Strong interpersonal, oral (including telephone) and written communication skills.
In addition to a competitive hourly wage compensation package, Hanger offers an attractive program of benefits to our
employees, both full time and part time.


In an effort to maintain our highest level of customer service to our patients, no phone calls or walk-ins from prospective
candidates, recruiters, staffing agencies or contractors will be accepted by the local Hanger Clinic. Please respect our
policy. Any necessary inquiries should contact our corporate Talent Acquisition department.

Hanger, Inc. is committed to providing equal employment to all qualified individuals. All conditions of employment are
administered without discrimination due to race, color, religion, national origin, sex, age, disability, veteran status,
citizenship, or any other basis prohibited by federal, state or local law.


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