Medical Administrative Assistant

A Medical Administrative Assistant is responsible for ensuring the efficient operation of healthcare facilities by handling various administrative tasks. This role supports healthcare providers and staff, contributing to a positive patient experience by managing appointments, records, and communications.

Key Responsibilities:

1. Front Office Management:
   • Patient Reception:
     • Greet and check in patients, ensuring a welcoming and professional environment.
     • Verify patient identity and insurance information during check-in.
   • Appointment Scheduling:
     • Schedule and confirm patient appointments, managing the provider’s calendar.
     • Coordinate referrals and follow-up appointments with specialists or other healthcare facilities.
2. Patient Records and Documentation:
   • Records Management:
     • Maintain accurate and organized patient records, including entering data into electronic health records (EHR) systems.
     • File, retrieve, and update patient charts and records as needed, ensuring compliance with HIPAA and confidentiality requirements.
   • Document Preparation:
     • Prepare and manage medical documents, forms, and correspondence.
     • Assist healthcare providers in completing patient charts and medical reports.
3. Billing and Insurance:
   • Billing Assistance:
     • Assist with the preparation and submission of billing and insurance claims.
     • Follow up on unpaid claims, manage billing inquiries, and resolve any discrepancies with insurance companies.
   • Payment Processing:
     • Collect payments from patients and process them accurately.
     • Provide patients with billing information and assist in setting up payment plans if necessary.
4. Office Coordination:
   • Communication:
     • Handle phone calls, emails, and other forms of communication with patients, healthcare providers, and insurance companies.
     • Relay messages between patients and healthcare providers as needed.
   • Supply Management:
     • Monitor office supplies and place orders to ensure the office is well-stocked with necessary materials.
   • Staff Coordination:
     • Coordinate with medical and administrative staff to ensure smooth daily operations.
     • Organize and participate in office meetings, contributing to workflow improvements.
5. Compliance and Office Safety:
   • Regulatory Adherence:
     • Ensure the office complies with healthcare regulations, including maintaining patient confidentiality and adhering to HIPAA guidelines.
     • Stay updated on changes in healthcare regulations and office protocols.
   • Safety Protocols:
     • Maintain a clean and organized work environment, following infection control and safety procedures.

Qualifications:

• Education: High school diploma or equivalent; completion of a Medical Administrative Assistant program is preferred.
• Certification: Certification in medical administration, billing, or coding is an advantage.
• Experience: Previous experience in a medical office or healthcare setting is preferred.
• Skills:
  • Excellent organizational and time-management skills.
  • Strong communication and interpersonal abilities.
  • Proficiency with computer systems, including EHR software and Microsoft Office Suite.
  • Attention to detail and the ability to work independently in a fast-paced environment.

Work Environment:

• Typically based in medical offices, clinics, or outpatient facilities.
• Primarily involves office work, with some interaction with patients and medical staff.

Schedule:

• Full-time or part-time, depending on the office's needs, with potential for occasional evening or weekend shifts.