Clinic- Back Office Assistant

JOB SUMMARY

We are looking for a meticulous and strategic Back Office Manager to assess the essential support functions that keep our operations running smoothly. In this role, you will lead a dedicated team, ensuring that all back-office processes are efficient, well-coordinated, and aligned with our organizational goals. You'll be a key player in improving our operational workflows and enhancing overall productivity.

RESPONSIBILITIES

1. Chart Preparation & Documentation Support (PRIMARY FOCUS)

• Prepare patient charts prior to visits (review history, prior notes, imaging, referrals)
• Ensure all required documentation is available and organized for provider review
• Assist with dictation entry, transcription, and note formatting
• Upload and attach medical records, reports, and diagnostic results into the EMR

2. Orders & Coordination

· Process provider orders for:

o Imaging

o Referrals

o Therapy services

· Communicate with referral and pre-authorization teams to ensure timely processing

· Track status of referrals and update logs as needed

3. Medication & Chart Updates (Non-Clinical)

• Enter and update medication lists as reported by the patient or provider
• Document allergies and pharmacy information
• Prepare medication information for provider review (no administration or clinical decision-making)

4. Patient Rooming (Limited Clinical Interaction)

• Escorting patients to exam rooms
• Obtain and document basic intake information (chief complaint, visit reason)
• Take vital signs only if permitted by clinic policy and training
• Prepare patients for provider evaluation

5. EMR & Administrative Support

• Maintain accurate and timely documentation in EMR systems (e.g., AdvancedMD)
• Assist with scanning, uploading, and organizing patient records
• Support provider workflows by ensuring documentation readiness

EDUCATION

5+ years of experience in back-office management or a related field

Strong knowledge of operational processes and best practices

KNOWLEDGE SKILLS & ABILITIES

• Strong attention to detail (especially with documentation)
• EMR experience (AdvancedMD preferred for your setup)
• Ability to manage high-volume workflows
• Strong organizational and follow-up skills
• Clear communication with providers and internal teams

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person