Medical Office Administrative Assistant

About us

We are an MDVIP family-centered medical practice focused on wellness, prevention, and personalized care. Our team is compassionate, professional, and deeply committed to delivering exceptional patient experiences. We are seeking a detail-oriented and proactive Medical Office Administrative Assistant to support a busy physician within a membership-based family medicine practice. This individual will play a critical role in coordinating patient care, managing schedules, and ensuring seamless workflow and communication across the care team.

Why Join Us?

• Great work environment – collaborative, calm, wellness-focused
• No weekends, no holidays
• We end early every Friday – by 1:00 PM
• Supportive leadership
• Access to IV wellness perks

Key Responsibilities:

Schedule Management & Provider Support

• Review and prepare daily provider schedules with relevant notes and documentation
• Proactively support physician and clinical staff by prioritizing labs, imaging, and prior authorizations
• Organize and prepare Annual Wellness folders for physician dictation
• Assist with daily briefing and workflow preparation for optimal patient care delivery
• Track inventory and order office supplies
• Perform other duties as requested by management

Member Communication & Outreach

• Manage incoming phone calls and patient portal messages, triaging to the appropriate team member or provider
• Resolve member complaints or issues in a timely and satisfactory manner.
• Conduct patient outreach for appointment confirmations, no-shows, and follow-up care coordination
• Verify insurances, collect outstanding balances and effectively answer patient inquiries

Referral & Authorization Coordination

• Process, track, and follow up on all specialist referrals and insurance prior authorizations
• Maintain detailed logs in the EMR with dates of submission, approvals, and follow-up actions

Documentation & EMR Management

• Scan/upload, label, and organize external medical records and diagnostic results in the EMR
• Ensure documentation is accurate, HIPAA-compliant, and available for provider review
• Timestamp and update notes related to any changes in the schedule

Member Care Coordination (Non-Clinical)

• Assist patients with lab, imaging, or specialist appointment scheduling
• Track patient compliance with screenings, follow-ups, and care plan instructions
• Assist with other front desk operations as it pertains to member care coordination and satisfaction enhancement

Issue Escalation & Compliance

• Flag urgent follow-up delays or clinical concerns to the RN Practice Manager or provider
• Escalate complex insurance denials and patient concerns appropriately
• Adhere to HIPAA and privacy guidelines across all communication and recordkeeping practices
• Complete all required trainings and attend staff meetings

Requirements:
- Previous experience in medical front desk required
- Excellent communication and interpersonal skills
- Proficient in using phone systems and EMR (AthenaHealth experience is a plus)
- Strong problem-solving abilities and attention to detail
- Ability to multitask and prioritize tasks effectively is a must

✅ Qualifications:

• 1+ year of experience in a medical office or family practice required
• Familiarity with insurance, prior authorizations, referral and front-desk responsibilities (billing and/or coding experience is a plus)
• Knowledge of electronic health record systems (AthenaHealth is a plus)
• Strong communication and multitasking skills
• Friendly and professional demeanor
• Medical Administrative Assistant certification (CMAA) preferred but not required

Job Type: Full-time

Pay: From $19.00 per hour

Work Location: In person