Medical Administrative Assistant

Duties include:

Primary Hours:

Monday - Thursday - 8:15am till 5:15pm & Friday 8:15am till 12:15pm

Since this position is the only medical administrator in the office, we require someone who takes limited unscheduled time off. Summer hours are more flexible.

MUST have experience in a medical office preferably with a health and wellness / alternative medical clinic. Knowledge of Supplements is helpful.

No Perfumes!  We are a chemical sensitive office.

MUST have good math skills.

MUST have attention to detail.

MUST be able to multi-task.

Primary responsibilities when covering front desk:

• Open office at 8:15am Monday - Friday & ensure office is clean and ready for patients.
• Answer all calls & faxes, file charts.
• Process Transfer of care or records release requests.
• Schedule patient appointments as well as proactive scheduling of patients overdue for an annual appointment.
• Check patients in and out, verify contact information, data entry, verify & maintain consent form compliance, process orders for patients and collect payment.
• Fill RX for patients, verify RX, label RX and document.
• Data entry into the PDMP Clearinghouse for RX containing controlled substances.
• Data entry of patient data, sales transactions, sales tax collected, prescription data.
• Ability to complete pre-authorizations.
• Place orders for medical and IV supplies, supplements as directed. Upon receipt of product, audit quantity ordered vs received and put IV supplies away.
• Manage incoming patient labs, obtain review of labs by doctor, call patient in a timely manner with results.
• Audit patient charts to determine if any consent forms are required before patient appointment. Prepare any required forms and collect signatures at the time of the appointment.
• Enter and maintain accuracy of RX data as well as RX labels and their NDC codes.
• Process mail and email.
• Maintain all handout forms, RX claim forms, patient consent forms, etc...
• Daily cleanup of office, bathroom, trash, and kitchen
• Other administrative office tasks as directed.

Secondary responsibilities:

• Fill mail orders for RX renewal and supplement sales from website ordering system and phone in order line. Verification and validation of RX before dispensing refill requests. Prepare orders for shipping, print shipping label and take packages to the post office at the end of day.
• Data entry of patient data, prescription data & PDMP State RX database.
• Unpack & process supplements with calculated pricing, shock shelves and learn about each product to assist customers with purchase questions.
• Friday, confirm patient appointments for the upcoming week and audit patient charts to determine if any consent forms are required before patient appointment. Send forms to patient.
• Restock shipping supplies

Skills:

• Must be very dependable and available to fill in at a moments notice.
• This is a very fast paced multi task position and previous experience is necessary.
• Must be dependable to open and close the office.
• Must be proficient in HIPAA compliance.
• Must be proficient in Microsoft 365: Excel, Word and Outlook
• Must be good with math and able to calculate prescription refills based on dose, calculate cost of goods for product inventory and calculate change at check out.
• Must have attention to detail and be extremely organized.
• Must be very friendly with patients and willing to help. Must be able to handle difficult patients in a professional kind manner.
• Must be able to lift heavy boxes on average less than 15 lbs.
• Must be able to go up and down stairs, sit for prolong period and work at a computer. Must be able to bend to access charts and stock supplement shelves.
• Must be able to move trash cans and recyclables to the curb for pick up on Monday mornings.