Patient Intake Specialist / Medical Assistant

Location: Reed Clinic (primary), with occasional assignments at Caroline Clinic and Cathedral Clinic.

Overview

The Medical Assistant / Patient Intake Specialist plays a vital role in supporting both the clinical and front office operations of Healthcare for the Homeless – Houston (HHH). This hybrid position serves as a key point of contact for patients, providing a welcoming, trauma-informed experience while ensuring efficient clinic flow and high-quality care delivery.

This role is responsible for patient intake, registration, appointment scheduling, insurance verification, and data entry into the electronic health record (EHR) and Homeless Management Information System (HMIS). In addition, the position supports licensed medical providers with clinical tasks, basic eligibility screening, and care coordination for individuals experiencing homelessness.

The Medical Assistant / Patient Intake Specialist is instrumental in creating a patient-centered environment, maintaining accurate records, and ensuring seamless coordination between front office and clinical services to enhance access to care.

Duties and Responsibilities

• Greet all patients and visitors with professionalism and compassion.
• Register patients and verify demographic, insurance, and eligibility information.
• Schedule, reschedule, and confirm patient appointments across clinics.
• Enter and update patient information accurately in the Epic EHR and HMIS
• Answer multi-line phones and direct calls or messages as needed.
• Scan and upload and file patient documents into the appropriate systems.
• Process medical records requests in compliance with HIPAA and clinic policies.
• Respond to patient and family inquiries with timely, clear, and compassionate communication.

• Prepares exam rooms and patients for visits using correct infection control procedures.
• Collects and documents vital signs, medical history, and chief complaint.
• Assists with medical exams and minor procedures.
• Performs phlebotomy and point-of-care (CLIA-waived) testing in accordance with protocols.
• Administers immunizations and clinic-administered medications as ordered by a licensed provider
• Cleans and sterilizes equipment and re-usable instruments following infection control standards.
• Coordinates patient flow to minimize wait times and support timely provider care.
• Accurately and timely documents clinical information and services provided in the Electronic Health Record (EHR), including nurse visits and all tests and clinic-administered medications. Maintains a clean, organized, and well-stocked clinical and front desk area, adhering to clinic protocols.
• Monitors inventory of medical and administrative supplies; alerts supervisor of supply needs.
• Participates in daily team huddles and contributes to process improvement and quality initiatives.
• Adheres to all HHH policies, procedures, and regulatory requirements, including HIPAA, OSHA, HRSA, and FTCA compliance.
• Attends annual trainings and participates in all appropriate clinic-based check offs

• Demonstrates a commitment to HHH’s mission of promoting health, hope, and dignity for individuals experiencing homelessness through equitable and compassionate care.
• Upholds trauma-informed, culturally responsive, and patient-centered principles in all interactions, contributing to an inclusive and supportive environment for patients and team members.
• Actively contributes to a culture of collaboration, accountability, and innovation in service of our goal to eliminate health disparities and advance systems-level change.

• High school diploma or GED.
• 3+ years of experience in a medical front office or related healthcare customer service role.
• Experience with insurance eligibility verification, including Medicaid, Medicare, and commercial insurance plans.
• Strong communication, organizational, and customer service skills.
• Demonstrated ability to interact respectfully with individuals from diverse backgrounds, including those with behavioral health conditions.
• Ability to operate small office equipment (e.g., copier, phone, computer).
• Proficient in basic Microsoft Office applications.

• Bilingual English/Spanish
• Experience using Epic or other electronic health records.
• Experience working with individuals experiencing homelessness or other marginalized populations.
• HHH values lived experience as an essential form of expertise. Individuals who have experienced homelessness, housing instability, or other barriers to healthcare access are strongly encouraged to apply.