Medical Administrative Assistant

Location: Albuquerque Area Indian Health Service (AAIHS), Santa Fe Indian Health Center (SFIHC) and Outlying Clinics – Cochiti San Felipe and Santa Clara Health Clinics

*These positions are contingent upon contract award. Estimated start date is 1 August 2024.

JOB SUMMARY/OBJECTIVE:

The Medical Administrative Assistant provides vital support to Choctaw Workforce Solutions (CWS) by efficiently managing administrative tasks and ensuring seamless operations for medical personnel at the site level. This role involves maintaining schedules, organizing meetings, handling communications, and managing office supplies. The Assistant must exhibit strong organizational skills, attention to detail, and the ability to multitask effectively. The ideal candidate will demonstrate a high level of accuracy and professionalism in their work, contributing to the overall efficiency and success of the organization.

MINIMUM QUALIFICATIONS:

• Proficiency in medical terminology and electronic health record (EHR) systems.
• Proficiency with Microsoft Office Suite.
• Exceptional organizational and multitasking abilities in managing various administrative tasks efficiently and effectively.
• Strong communication and interpersonal skills, enabling effective collaboration with colleagues and clients in a professional setting.
• Meticulous attention to detail and a high level of accuracy in all tasks, ensuring thoroughness and precision in work.

REQUIRED EDUCATION & EXPERIENCE:

• High School Diploma or equivalent.
• Minimum one (1) year of experience in a medical office or healthcare setting.

PREFERRED:

• Associate’s degree in healthcare administration or related field.
• Minimum three (3) years’ experience in a medical office or healthcare setting.
• Certification as a Medical Administrative Assistant (CMAA) or similar credentials.

PRIMARY RESPONSIBILITIES:

• Greet and assist patients in a professional and courteous manner, ensuring a welcoming environment and clear communication of relevant information.
• Respond to telephone inquiries, schedule appointments, and manage patient inquiries with efficiency and professionalism, ensuring accurate information dissemination and timely assistance.
• Accurately obtain and update patient information, and meticulously verify insurance details to ensure all records are current and correct.
• Oversee the management of patient records, including precise filing, regular updating, and strict maintenance of confidentiality in compliance with privacy regulations and organizational policies.
• Accurately prepare and process medical documents, reports, and correspondence, adhering to established protocols and standards while maintaining a high level of attention to detail.
• Coordinate referrals and follow-up appointments with specialists and other healthcare providers in a formal capacity, ensuring seamless communication and continuity of care for patients.
• Perform billing and coding duties for patient visits and procedures in a professional manner, ensuring accuracy, compliance with regulatory requirements, and adherence to established protocols.
• Support healthcare providers by assisting with a range of administrative tasks, as necessary.
• Ensure examination rooms are meticulously prepared, maintained in a clean and orderly manner, and consistently stocked with necessary supplies.
• Manage inventory of office and medical supplies, maintaining optimal stock levels, and initiate procurement orders as needed to replenish supplies.
• Ensure accurate data entry and updating of patient information in electronic health records (EHR) systems.
• Verify the accuracy and completeness of all medical records and documentation, ensuring compliance with regulatory standards.
• Adhere strictly to all healthcare regulations and policies, including those related to patient confidentiality and HIPAA requirements.
• Maintain compliance with office procedures and medical protocols to ensure efficient operations and high-quality patient care.
• All other duties assigned.

COMPETENCIES:

• Detail Oriented
• Data Entry
• Customer Service
• Multi-tasking
• Interpersonal skills
• Teamwork
• Confidentiality
• HIPAA
• Electronic Health Records System
• Medical Billing
• Medical Coding

PHYSICAL REQUIREMENTS:

• Ability to work in an office setting forty (40) hours a week.
• Ability to travel to outlying clinics, as necessary.

SUPERVISORY RESPONSIBILITIES:

• This position will not have any supervisory responsibilities.

WORKING CONDITIONS:

• Full-time position Monday-Friday at 40 hours per week. (Overtime may be required but will not exceed 80 hours per year.)
• Ability to pass a background/criminal history check and possess clean fingerprint record.
• Must be up to date on all required vaccinations and pass a health screening exam.

*The above-noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the applicant a general sense of the responsibilities and expectations of this position. As the nature of business demands change so, too, may the essential functions of the position.

EEO/AAP STATEMENT:

We acknowledge and honor the fundamental value and dignity of all individuals. We pledge ourselves to craft and maintain an environment that respects diverse traditions, heritages, and experiences. Choctaw is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions) sexual orientation, gender identify, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.