MEDICAL OFFICE ASSISTANT

JOB SUMMARY:

The Medical Office Assistant provides a variety of clerical duties associated with patient care. This role maintains a pleasant, courteous, and cooperative manner with patients, visitors, and Center personnel at all times.

ESSENTIAL FUNCTIONS:

• Greets, registers, and receives patients, visitors, and staff in a professional and courteous manner.
• Answers telephone calls, provides information, screens, and routes calls appropriately.
• Schedules patient appointments and prepares daily appointment schedules for providers.
• Retrieves patient charts for office visits and telephone inquiries.
• Interviews patients to obtain and update demographic and financial information as required.
• Reviews patient and family income to determine eligibility for sliding fee scale adjustments.
• Generates encounter forms and prepares patient charts for clinical staff.
• Maintains accurate identification and organization of patient records.
• Reviews charts for incomplete documentation and follows up with appropriate staff.
• Processes patient payments and reconciles receipts daily.
• Prepares deposits and ensures secure transfer to Accounts Receivable.
• Assists with insurance claims processing and maintains related records.
• Matches encounter forms and prepares duplicates as needed.
• Maintains strict confidentiality of patient and organizational information.

The above reflects general duties and is not intended to be all-inclusive.

ADDITIONAL RESPONSIBILITIES:

• Maintains reception area in a neat and orderly condition.
• Demonstrates promptness and regular attendance.
• Assists with incoming and outgoing mail distribution.
• Performs higher-level duties as needed for professional growth.
• Performs other duties as assigned.

CUSTOMER SATISFACTION REQUIREMENTS:

Provides excellent customer service to patients, visitors, and staff at all times. Demonstrates professionalism, respect, and responsiveness. Anticipates needs, maintains confidentiality, practices proper telephone etiquette, and takes ownership in resolving concerns while supporting Service Excellence standards.

PRIVACY RULE COMPLIANCE REQUIREMENTS:

• Adheres to HIPAA policies and procedures.
• Completes required privacy training annually.
• Protects patient confidentiality and medical information.
• Maintains patient records in compliance with national standards.
• Ensures appropriate security of patient records.

HEALTH AND SAFETY REQUIREMENTS:

• Adheres to safety regulations, policies, and procedures.
• Completes annual Safety and Hazard Communication training.

PERFORMANCE STANDARDS:

Performance will be evaluated annually by the Office Manager or designee. A satisfactory rating is considered the minimum acceptable level of performance.

QUALIFICATIONS:

Education:
High school diploma or GED required. Completion of a Medical Office Assistant program or equivalent combination of education and experience preferred. Strong communication and interpersonal skills required.

Experience:
One or more years of experience in a medical setting preferred. Knowledge of medical terminology and CPT coding is helpful. Experience with Medicaid, Medicare, and third-party insurance billing preferred.

Skills:

• Knowledge of medical terminology and coding (CPT/ICD)
• Strong customer service and communication skills
• Ability to operate multi-line phone systems and office equipment
• Experience with medical records, billing, and data entry

Other Qualifications:
Strong English communication skills required. Bilingual and bicultural candidates are encouraged to apply.

PHYSICAL/MENTAL DEMANDS:

Requires eye-hand coordination and manual dexterity. Must be able to operate office equipment including computers, telephones, and copiers. Requires frequent standing, sitting, bending, and reaching. Must be able to maintain focus and accuracy in a fast-paced environment.

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