Summary

Medical Administrative Assistant I, Stoneham (Full Time) 40 hours per week

Under the supervision of the Site Manager or Associate Director, provides a combination of clinical and administrative support to physicians in a high-volume ambulatory clinic setting, functioning as the primary interface between patients and providers. Emphasis is placed on the ability to stay organized and to prioritize administrative and clinical tasks essential to patient care. Role requires management of confidential patient information, scheduling patient appointments at front desk, answering phones with the highest level of customer service, checking patients in and out of appointments, collecting copayments, and helping to manage incoming information via phone and fax.

Essential Functions

1. Perform administrative front desk duties with the highest level of customer service, including but not limited to ansewring phones, scheduling appointments, greeting patients and families, checking patients in and out for services, collecting copayments, and ensuring proper referrals and authorizations/financial clearance is in place for scheduled services. Collect and verify accurate information from patients, prioritizing and communicating to clinical staff as needed.

2. At end of visit, ensure proper follow-up services are scheduled and check out. Help provide patients with any post-appointment information or instructions requested by the physician and services team.

3. Obtain or prepare medical records in advance; ensure that all documents, including internal and external records are in order and incorporated into electronic patient record in a timely fashion.

4. Help triage incoming questions from patients via phone, fax, and patient gateway; seek guidance from provider, clinical staff or practice manager as appropriate. This includes daily monitoring of incoming messages in the electronic medical record system; timely response is expected. Also assist with sending communications out to referring providers and patients as necessary.

5. Provide support to other colleagues in the office; help to cover and fill in as needed if other staff members are out of office, per instruction from Practice Manager.

6. Monitors levels of administrative supplies at front desk and alerts Manager if orders need to be placed.

7. Close out copayment collection/cash drawer at end of day, per office protocol.

8. Maintain patient confidentiality at all times, by phone, in discussion and by electronic distribution of information.

9. Perform other projects as assigned by Manager or physicians.

• High school diploma or combination of education and experience required.
• Prefer 1 year of experience in a medical administrative support position or worked as a medical assistant within a busy medical site or department.
• Excellent verbal communications skills required for the telephone, interaction with patients and others, strong organizational skills a must.

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