Job Details

Medical Front Office Admin

We're hiring a friendly, detail-oriented Medical Front Office Admin to support a busy specialty clinic with two Orange County locations. This is a high-visibility role at the front desk—ideal for someone who enjoys helping patients, managing multiple priorities, and keeping the day running smoothly for both patients and providers. You'll be the first point of contact for patients, coordinating scheduling, verifying insurance/authorizations, and ensuring charts are accurate and ready for each visit. If you're dependable, professional, and thrive in a patient-facing environment, we'd like to meet you.

Key Responsibilities

• Greet patients warmly, assist with check-in/check-out, and ensure a positive patient experience
• Answer and route incoming calls professionally; take accurate messages and follow through
• Provide basic appointment instructions and help resolve routine patient questions
• Schedule, confirm, and reschedule patient appointments while optimizing provider calendars
• Coordinate scheduling across two clinic locations and communicate changes clearly
• Maintain accurate patient demographics and appointment notes in the system
• Verify eligibility and benefits prior to appointments
• Support prior authorization workflows and track status as needed
• Identify coverage issues early and communicate next steps clearly and professionally
• Prepare patient charts prior to visits; ensure required documents are complete
• Perform EMR/EHR tasks including scanning, uploading, and updating records
• Maintain organized documentation and follow clinic procedures for compliance and privacy
• Communicate effectively with clinical staff and leadership to keep daily flow on track
• Assist with general administrative tasks as assigned in a fast-paced medical environment

Requirements

• High school diploma or equivalent
• Reliable transportation (role requires commuting between Irvine and Laguna Woods)
• 2-4 years front office experience in a medical setting (scheduling, phones, insurance verification)
• Knowledge of medical terminology
• Strong attention to detail and ability to multitask without losing accuracy
• Experience using EMR/EHR systems and standard office software. NextGen experience is a plus.
• Strong phone etiquette, professionalism, and a patient-friendly communication style

Schedule and Work Location

• Ability to work Monday to Friday 8:00 AM–4:30 PM
• Flexibility to work set site schedule:
• Monday/Wednesday/Friday - Laguna Woods
• Tuesday/Thursday - Irvine