Medical Administrative Assistant - Job Description

Position Overview
The Medical Administrative Assistant provides administrative and clerical support to ensure efficient, high-quality operations in a medical or healthcare office. This role is often the first point of contact for patients and plays a key part in maintaining smooth scheduling, communication, and recordkeeping processes.

Key Responsibilities

Patient Support & Front Office Operations

• Greet patients, answer inquiries, and provide excellent customer service.
• Schedule and confirm appointments, follow-up visits, and procedures.
• Check patients in and out, verify insurance information, and collect co-pays or payments.
• Manage patient intake forms and ensure all required documentation is complete.

Administrative & Clerical Duties

• Answer and route phone calls, emails, and messages promptly and professionally.
• Maintain organized patient charts and update electronic health records (EHR).
• Process referrals, prior authorizations, and medical records requests.
• Prepare correspondence, reports, and office communications as needed.
• Assist with managing office supplies and coordinating vendor needs.

Medical Office Coordination

• Work closely with providers, nurses, and other staff to support daily clinic flow.
• Ensure exam rooms and front office areas are properly stocked and organized.
• Support billing processes by verifying insurance, coding information, and submitting claims to the billing team.
• Maintain confidentiality and adhere to HIPAA and organizational standards.

Qualifications

Required

• 1-2 years of administrative or customer service experience (medical office preferred).
• Strong communication and interpersonal skills.
• Proficiency with computers, scheduling systems, and EHR software.
• Ability to multitask in a fast-paced environment with accuracy and professionalism.
• Basic knowledge of medical terminology (or willingness to learn).

Preferred

• Experience working in a clinic, hospital, or healthcare administrative setting.
• Familiarity with insurance plans, authorizations, and billing workflows.
• Certification as a Medical Administrative Assistant (CMAA) or related credential.

Key Competencies

• Customer Service Excellence
• Organization & Time Management
• Attention to Detail
• Communication & Professionalism
• Problem-Solving
• Confidentiality / HIPAA Compliance