Administrative Assistant

Job Description: Medical Administrative Assistant

Position Overview: The Medical Administrative Assistant plays a critical role in the smooth operation of healthcare facilities by performing a variety of clerical and administrative duties. This includes managing patient information, scheduling appointments, answering phones, coordinating with healthcare providers, and assisting with other office tasks. The Medical Administrative Assistant ensures that the front office runs efficiently, contributing to a positive patient experience and effective healthcare delivery.

Key Responsibilities:

Patient Scheduling and Appointment Management:

• Schedule patient appointments and manage the appointment calendar for medical professionals.
• Confirm appointments, send reminders, and follow up on no-show appointments.
• Handle patient inquiries regarding availability and appointment details.

Patient Reception and Communication:

• Greet and check in patients upon arrival.
• Answer phone calls and address patient inquiries, providing general information and answering questions regarding services, policies, and procedures.
• Assist patients with filling out necessary forms and documents upon arrival.

Medical Records Management:

• Maintain accurate and up-to-date patient records, including personal information, medical history, and insurance details.
• Ensure all medical records are filed appropriately and comply with privacy regulations, such as HIPAA.
• Prepare patient charts for daily appointments and assist in patient charting during consultations.

Billing and Insurance Coordination:

• Verify patient insurance details, including coverage and eligibility.
• Process insurance claims and coordinate with insurance providers on patient billing issues.
• Assist with medical billing by ensuring proper coding and supporting the collection of co-pays or outstanding balances.

Office Administration:

• Manage office supplies, including ordering and restocking.
• Handle incoming and outgoing correspondence, including faxing, mailing, and scanning documents.
• Maintain the cleanliness and organization of the office and patient waiting areas.
• Assist with billing and coding documentation to support the medical billing team.

Data Entry and Clerical Support:

• Enter patient data, including personal details, medical history, and test results, into the healthcare system.
• Help prepare reports and documents for medical staff, insurance purposes, and other administrative needs.
• Provide general clerical support to medical professionals, including drafting letters, processing forms, and scheduling meetings.

Patient Follow-up:

• Follow up with patients to confirm appointment details or remind them about upcoming procedures.
• Assist with patient referral coordination, ensuring patients are connected with specialists or other healthcare services.
• Provide patients with information about aftercare instructions, medication, and other post-visit care needs.

Coordination with Healthcare Providers:

• Act as a liaison between patients and medical professionals, ensuring smooth communication regarding appointments, treatments, and procedures.
• Relay important patient information to the appropriate medical staff.
• Assist with preparation for patient consultations, including gathering necessary documents or medical information.

Compliance:

• Ensure compliance with all healthcare regulations, including confidentiality, billing practices, and medical record-keeping laws.
• Maintain patient confidentiality in accordance with HIPAA guidelines.

Qualifications:

• High school diploma or equivalent required; Associate's degree in healthcare administration or a related field preferred.
• Previous experience in medical office administration or a similar role preferred.
• Familiarity with medical terminology, healthcare systems, and patient care protocols.
• Basic understanding of medical billing and insurance processes.
• Excellent organizational, multitasking, and time management skills.
• Strong communication skills, both verbal and written.
• Proficiency in using office equipment (phones, fax machines, computers) and healthcare management software.
• Ability to maintain confidentiality and handle sensitive patient information with discretion.

Work Environment:

• The position is typically performed in a medical office, clinic, or healthcare facility.
• Standard working hours may vary depending on the location and facility needs.
• The role may require occasional evening or weekend shifts based on operational requirements.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 10 hour shift
• 8 hour shift

Application Question(s):

• Will you be able to reliably commute to Foley, AL for this job if needed?

Ability to Commute:

• Pensacola, FL 32503 (Required)

Ability to Relocate:

• Pensacola, FL 32503: Relocate before starting work (Required)

Work Location: In person