Medical Assistant/Office Administrator

Office Administrator

Vital Health is an integrated care provider of primary care, behavioral health and substance use disorders for adults and children in Northwest Ohio. We strive to prioritize the dignity of our patients to provide individualized treatment and holistic mind-body care. Vital Health is changing the way people think about mental illness/substance use disorders and behavioral health care overall. It is our mission to improve the lives of our patients, families and community.

Vital Health is looking for an individual with excellent interpersonal skills to join our team. This individual will assist with greeting our patients, facilitating intake of new patients, and will provide support for the essential day-to-day operational functions and the clinical staff in our treatment facility. We are looking for someone who is self-motivated and wants to "own" their role and job responsibilities.

The perfect candidate for this position will have a “sunny” disposition, a positive outlook and be able to interact effectively with all types of people. Self-direction, ability to multi-task and attention to detail are essential. This is a full time Monday through Friday position.

Job Summary:
We are seeking a highly organized and compassionate Medical Office Administrator to join our team. The ideal candidate will play a key role in providing administrative support in a fast-paced medical office environment, offering excellent customer service to patients, and ensuring the smooth operation of daily office tasks. This position requires experience in working with individuals with substance use disorders, mental health challenges, and a variety of community primary care patients, while supporting providers across multiple specialties. The Medical Office Administrator will handle patient intake, scheduling, record-keeping, billing, and vital administrative tasks to enhance the quality of care and patient experience.

Key Responsibilities:

• Phone Management: Answer and direct calls, take messages, and schedule patient appointments efficiently.
• Scheduling: Coordinate appointments for multiple healthcare providers, ensuring accurate scheduling and timely follow-ups.
• Patient Follow-Up: Contact patients to remind them of appointments, review medical records, and ensure they complete necessary paperwork or tests.
• Copayment Collection: Collect co-payments from patients at the time of visit, ensuring accurate transaction processing and maintaining up-to-date billing records.
• Fax Management: Receive and review incoming faxes, ensuring appropriate handling and timely communication of information to relevant team members.
• Prior Authorization Submissions: Submit prior authorization requests for medications, treatments, or procedures as required by insurance providers.
• Medical Record Requests: Request and manage the transfer of medical records between healthcare facilities, ensuring patient confidentiality and HIPAA compliance.
• Urine Result Review and Upload: Review urine drug screening results, upload to the appropriate systems, and ensure proper follow-up on abnormal results.
• Patient Vitals and Urine Drops: Assist in taking and recording patient vitals (e.g., blood pressure, temperature) and collecting urine samples for drug screening as needed.
• Customer Service: Provide excellent customer service to patients, addressing concerns, assisting with inquiries, and creating a welcoming and supportive environment.
• Support for Substance Use and Mental Health: Provide empathetic and efficient support to patients with substance use disorders and mental health needs, ensuring a safe and respectful atmosphere for all individuals.
• Community Primary Care Support: Serve a diverse patient population, including individuals of all ages, helping to facilitate care in a community-based primary care setting.
• Additional Duties as Assigned: Take on additional administrative tasks and responsibilities as assigned by management to ensure the smooth operation of the office.

Qualifications:

• Associate’s degree or relevant medical administrative certification required.
• Previous experience in a medical office, healthcare setting, or administrative role is highly desirable.
• Strong organizational skills and the ability to multitask in a fast-paced environment.
• Knowledge of medical terminology, insurance processes, and HIPAA regulations.
• Experience with electronic health records (EHR) and medical billing systems is a plus.
• Compassionate, patient-focused, and dedicated to providing excellent customer service.
• Ability to maintain confidentiality and adhere to professional ethical standards.
• Familiarity with working with individuals experiencing substance use disorders, mental health challenges, or in community-based healthcare settings is preferred.
• Strong communication skills, both written and verbal, and the ability to collaborate with a diverse team of providers and staff.

Benefits:

• Competitive salary and benefits package (healthcare, paid time off, etc.)
• Opportunities for professional development and training.
• Supportive, team-oriented work environment.

Requirements

2 years’ experience working in the healthcare field

2 years’ experience in medical office administration

Excellent verbal, written, and interpersonal communication skills

Superior customer service skills

High level of professionalism

Computer literate, punctual and organized

Accuracy and attention to detail

Job Type: Full-time

Pay: $16.00 - $18.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $16 - $19