A Commonwealth of Virginia Website
Virginia Mountain View

Medical Office Specialist **SIGN ON BONUS OFFERED**


Medical Office Specialist **SIGN ON BONUS OFFERED**

  • R0042605
  • Culpepper, Virginia, United States, 22701
  • Health Services
  • University of Virginia Physicians Group
Responsible for ensuring efficient administrative operations in coordination with leadership. Responsible for obtaining approval of professional and technical services which may include obtaining insurance referrals, procedure authorizations, or pre-certifications required for patients to receive physician services, medical procedures, equipment, supplies and medications.

  • Demonstrates exceptional customer service both for in-person and telephone activities.
  • Greets patients and visitors as well as other customers pleasantly and courteously in person and/or via phone call.
  • Maintains privacy during all interactions, including check-in.
  • Demonstrates ownership of own role in the customer experience and describes the impact their performance has on the overall patient satisfaction.
  • Prioritizes tasks to meet customer needs.
  • Optimizes listening skills to best address customer requests and needs.
  • Projects a professional image in appearance, demeanor, communication, and behavior.
  • Updates and engages patients/family if there are delays with the patient’s experience as per department standards.
  • Answers telephones calls as per department standards.
  • Schedules and coordinates appointments with the correct provider using all appropriate information.
  • Utilizes existing decision based tools to facilitate securing the right appointment with the right medical provider or team.
  • Maintains competence in use of scheduling and web applications.
  • Schedules appointments appropriately and correctly, including right patient, to right provider, right amount of time, right type of visit, right information, and using the right process.
  • Requests records and/or sends to Health Information Services in a timely manner.
  • Obtains required demographic and insurance information and loads or verifies for each appointment scheduled.
  • Accurately completes required task and fields in pre-registration.
  • Creates patient no show and cancellation letters according to office policy. Calls to reschedule as appropriate.
  • Performs verification functions.
  • Obtains two patient identifiers consistently.
  • Verifies patient legal name including spelling before creating a new MRN.
  • Verifies PCP, and adds clinic provider when appropriate.
  • Updates or adds insurance information, including payer and subscriber when scheduling.
  • Correctly identifies the referring provider.
  • Collects payments and credits the correct account.
  • Prepares, verifies, and reconciles deposits daily per current policy.
  • Determines need for insurance referral prior to the visit and obtains as necessary.
  • Obtains waiver prior to service when an insurance referral is denied.
  • Demonstrates expected behaviors applicable to UPG, scheduling and registration system, and unit policies, procedures, and guidelines.
  • Utilizes electronic medical record functionality (e.g., inbox, telephone encounters, prescription requests, pools, letters, and documentation only) per department process guidelines.
  • Registration elements, including Medicare Secondary Payer Questionnaire (MSPQ), scanning of long-term signatures (LTS) and insurance cards, Advanced Beneficiary Notices (ABNs), waivers and financial screenings are completed when indicated and in a timely manner.
  • Demonstrates effective and accurate scheduling maintenance skills including following established processes including format and timelines.
  • Collaborates with appropriate help chain (e.g. supervisor/manager) to review requested schedule changes to ensure they meet clinic needs.
  • Uses the patient tracking system for the clinic correctly and in a timely manner.
  • Achieves expected metric targets applicable to schegistration.
  • Performs visit document activities accurately and timely.
  • Obtains records and ensures they are available for the visit.
  • Completes clinic chart prep procedures accurately and timely.
  • Prints medication lists and gives to the patient/family for review during check-in.
  • Prints the after visit summary and gives to the patient prior to departure.
  • Ensures that documents provided are approved, professional in appearance and current.
  • Ensures that documents sent to Health Information Services are appropriate and correctly labeled.
  • Assures that appropriate blocking and unblocking of schedules is handled per department procedure.
  • Demonstrates engagement in the work, team, and goals of the clinic.
  • Describes individual role and how it affects and enhances the work of the group.
  • Actions are supportive and meet or exceed patient/family/co-worker expectations by implementing the ASPIRE concept.
  • Accepts personal responsibility for role in patient satisfaction outcomes and demonstrates behaviors that promote improvement.
  • Willingly takes on or assists with other tasks as needed or requested completing them accurately and timely.
  • Other projects and/or assignments as directed.
  • Obtain referrals, authorizations and pre-certifications through a work queue process flow and EPIC lists to ensure required approvals are obtained within an established time standard.
  • Review and evaluate documentation of Electronic Medical Records (EMR) record to obtain medical necessity, clinical data for approvals.
  • Ensure referrals are attached to appointments, and the appropriate insurance information is documented. Research and update insurance carrier requirements as necessary.
  • Assess the documentation to assign appropriate CPT procedure and ICD code to accurately report the physician services.
  • Collaborate with referring and/or ordering provider across UVA departments to obtain information to support medical necessity and accurate coding.
  • Coordinate appointment and authorization information to in and out of network entities that provide care to include hospital systems, clinics, specialists, equipment suppliers, manufacturers, and pharmacies.
  • Communicate and coordinate with patient the scheduling of diagnostic and specialty appointments, tests, procedures, insurance coverage, and patient financial responsibility. Obtain as necessary waivers for non-covered services. Review financial assistance options as applicable.
  • Document in EMR all required and support information to ensure providers, insurance companies, pharmacies and staff have appropriate information to approve, provide care and perform accurate billing.
  • Collaborates with ordering provider, manager and staff to address denied authorizations. Facilitates discussion between provider and insurance company of request to change orders, appeal process, and peer-to-peer review. Completes form or electronic process for appealing denials per payer guidelines.
  • Manage verbal, electronic and written inquiries from pharmacists and providers regarding authorizations for prescribed medication.
  • Facilitate resolution of medication coverage issues and proactively address, research, and resolve issues to include early release, quantity and dosage, generic equivalent, and treatment options.


Education: High School Diploma or GED

Experience: Three years of relevant experience required. Customer service experience required.

Licensure: None

Skills: Basic knowledge of and experience utilizing a personal computer.

Basic word processing skills required.

Must have ability to learn and use telephone, facsimile and copy machine systems.

Understanding of human anatomy, medical terminology and procedures required.

Strong computer skills including use of Microsoft Office (Word and Excel), electronic mail, and EMR required.

Strong analytical, prioritization and organizational skills required.


Busy medical office environment. Daily work is accomplished with minimal direct supervision. Physical activity may include the ability to lift/push/pull 20 - 50 pounds, and would involve standing for prolonged periods of time, as well as frequently bending/stooping and walking. Physical hazards include potential exposure to body fluids and associated pathogens/infectious disease, as well as potential exposure to chemicals.

COVID Vaccination Requirement and Guidelines

Please visitthe UVA COVID-19 Job Requirements and Guidelines webpageprior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

Sign up for job alerts

Not You?

Thank you

Share this job

Not You?

Thank you for sharing this job

Similar Jobs

Program Management Coordinator

494372 FAIRFAX Virginia United States 4975 ALLIANCE DR , FAIRFAX, Virginia, United States, 22030 VA Dept of Transportation Administrative Services
The Virginia Department of Transportation (VDOT) is responsible for building, maintaining and operating the state’s roads, bridges and tunnels. We are a diverse workforce with the common goal to positively impact our communities and the Commonweal...

Administrative Assistant

494468 FAIRFAX Virginia United States 4975 ALLIANCE DR , FAIRFAX, Virginia, United States, 22030 VA Dept of Transportation Administrative Services
The Virginia Department of Transportation (VDOT) Northern Virginia District is excited to offer and announce an opportunity to serve as a PART TIME-Day shift Administrative Assistant. This is an HOURLY/WAGE POSITION, Limited to 1500 hrs per cycle...

Administrative Assistant- Construction

494823 FAIRFAX Virginia United States 4975 ALLIANCE DR , FAIRFAX, Virginia, United States, 22030 VA Dept of Transportation Administrative Services
The Virginia Department of Transportation (VDOT) is excited to offer and announce an exciting opportunity to join the Northern Virginia Construction Department and dynamic team as an Administrative Assistant to the Assistant District Administrator...

Fiscal Technician-Part Time

493584 FAIRFAX Virginia United States 4975 ALLIANCE DR , FAIRFAX, Virginia, United States, 22030 VA Dept of Transportation Administrative Services
VDOT employees serve the citizens of the Commonwealth and travelling public daily through our mission to plan, deliver, operate and maintain a transportation system that is safe, moves people and goods, enhances the economy, and improves quality o...

Utilities Relocation Coordinator

Business Operations Specialists, All Other 494869 LYNCHBURG Virginia United States 4219 CAMPBELL AVENUE , Tyreeanna, LYNCHBURG, Virginia, United States, 24501 VA Dept of Transportation Trades and Operations
What drives you?  Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation and championing change or simply working with a great group of people who...

Maintenance Operator

Highway Maintenance Workers 494800 FAIRFIELD Virginia United States 7 SWOPE LANE , FAIRFIELD, Virginia, United States, 24435 VA Dept of Transportation Trades and Operations
What drives you? Whether it’s knowing the work you do makes a difference, having great work/life balance, working on exciting and challenging projects, leading innovation and championing change or simply working with a great group of people who a...

Apply Now

Not You?

Thank you