Office Administrator

**Job Overview:**

We are seeking a Medical Office Administrative Assistant to join our team and support daily operations in a healthcare setting. The ideal candidate will be responsible for managing patient interactions, financial collections, scheduling, and administrative duties to ensure an efficient and patient-centered experience. This role requires attention to detail, excellent communication skills, and the ability to multitask in a fast-paced environment. We have 2 locations and must be able to go to both on different days we are in Huntsville office 3 days of the week and in woodlands office 2 days of the week.

As a key team member, you will handle a variety of responsibilities, including coordinating patient appointments, managing medical records, processing payments, running reports, and assisting with patient inquiries related to insurance, copays, and balances. Your role will also involve supporting clinical staff with organizational tasks and ensuring that all administrative processes are completed accurately and on time.

Key Responsibilities:

Patient & Front Desk Coordination

• Greet patients and ensure all new patient paperwork is completed and scanned into charts.
• Schedule patient appointments for both providers, including follow-ups and injection visits.
• Ensure chemo patients are scheduled on the appropriate provider’s schedule.
• Call patients regarding missed appointments and document follow-ups.
• Print daily schedules for the front desk, medical assistants (MAs), and providers.
• Handle patient inquiries regarding insurance coverage, copays, and balances.

Billing & Payment Processing

• Collect all copays and outstanding balances at check-in for both providers.
• Process and document insurance and patient balances.
• Assist patients in completing copay assistance program applications.
• Match and verify global payment balances.
• Fill out and obtain patient signatures for payment plans.
• Run end-of-day reports on expected collections, total collected payments, and global payments.

Medical Records & Documentation

• Scan and organize new patient paperwork, medical records, and incoming mail.
• Document all patient interactions, discussions, and follow-ups in the electronic health record (EHR).
• Ensure medical records requests are processed and followed up on.
• Move completed paperwork from the scanner to the patient’s chart and delete scanned files.

Clinical & Scheduling Support

• Patient specific form completion such as phlebotomy order, back to work, pain contract and vehicle disability from
• All add on patients have been coordinated with the billing team for eligibility and benefit check, new orders modified on lab order with new information or added new orders

Skills & Qualifications:

• Strong administrative and organizational skills with high attention to detail.
• Excellent communication skills, both verbal and written.
• Ability to handle patient inquiries and financial transactions with professionalism.
• Experience with electronic health records (EHR) systems.
• Understanding of medical insurance processes and patient billing.
• Ability to multi-task in a fast-paced clinical environment.
• Strong problem-solving skills and ability to work independently.
• Proficiency in Microsoft Office (Word, Excel) and PDF management.
• Ability to maintain confidentiality and compliance with HIPAA regulations.
• Previous experience in a medical office or healthcare setting is preferred.

Expectations for Success:

• Ensure all patients have scheduled follow-ups—no patient should be left without a future appointment.
• 100% collection of copays and patient balances at check-in.
• Complete and accurate documentation in patient charts.
• Follow-up on all missed appointments and no-shows.
• Maintain patient satisfaction by ensuring a smooth and professional experience.

Job Type: Full-time

Pay: $14.00 - $18.00 per hour

Benefits:

• Health insurance

Schedule:

• 8 hour shift
• Day shift

Experience:

• Customer service: 1 year (Required)

Ability to Commute:

• Huntsville, TX 77340 (Required)

Work Location: In person

Salary : $14 - $18