• Medical Office Assistant

    Work Hours
    Position Type
    Regular Full-Time
    Hours Per 2-Week Pay Period
    80 Hours
    Weekend Requirements
    Weekends and holidays as scheduled
  • Overview

    The Medical Office Assistant works under the supervision of the Practice Supervisor to ensure the accurate and timely completion of the duties and responsibilities of the position.  S(he) is responsible to ensure excellent customer service to internal and external customers.  Provide support to physicians and co-workers.  Regularly use independent judgment to interpret and apply policies, procedures and practices.


    1. Answer incoming telephone calls within four (4) rings.
    2. Screen callers needs including:
    3. Answer requests for medical information within prescribed limits including but not limited to taking messages, obtaining information from provider, relaying information to patient and documenting conversations in patient’s medical record.
    • Transfer Calls to appropriate person.
    • Take accurate messages and deliver promptly.
    • Minimize time callers are on hold to less than five (5) minutes.
    1. Problem solve with supervisor and co-workers when these targets cannot be met.
    2. Maintain exam rooms ensuring cleanliness and necessary supplies for patient appointments.
    3. Bring patients to exam rooms assisting as necessary to ensure readiness for the physician.
    4. Schedule patient appointments including return appointments with minimum patient wait time.
    5. Maintain accurate patient demographic and insurance information in practice management system.
    6. Verify insurance, Medicaid and workers compensation coverage document coverage exclusions and co-pays.
    7. Retrieve and re-file medical records for all patient appointments.
    8. Transmit correspondence and medical records by mail, email, or fax as needed.
    9. Coordinate referral appointments and surgery for patients including scheduling appointments, patient education and forwarding medical records.
    10. Accurately and efficiently compile and record medical charts, reports, correspondence and transcription.
    11. Process “face sheets” for emergency room, in-patient consults and other hospital services provided.
    12. Complete disability, workers compensation and Medicaid override paperwork.
    13. Sort, date stamp and distribute daily incoming mail including returned mail.
    14. Responsible for cash drawer including reconciliation and documentation of balance at beginning and end of each day.
    15. Collection of patient co-pays and outstanding balances
    • Establish payment plans with uninsured patients and document in medical practice management system.
    • Attempt collection of delinquent balances and document in medical practice management system.
    • Post payments received in the office.
    • Explain and provide Medicare Advance Beneficiary Notices to patient as required.
    1. Accurately charge post patient services
    • Ensure all patient inpatient, outpatient and office visits and services are posted.
    • Compare appointment schedules, patient sign-in document and encounter forms daily.
    • Capture and post supply and medication charges.
    1. Reconcile transactions posted in medical practice management system with encounter forms and cash receipts daily.
    2. Maintain office and medical supplies; pick-up and deliver supplies as needed.
    3. Assures that office equipment is in good repair and supplies are on hand for these machines.
    4. Comply with HIPAA and CVPH confidentially policies.
    5. Other duties as assigned.


    1. High School graduate or GED required.
    2. College or graduate of Medical Secretary Program preferred.
    3. Minimum of 2 years of experience in a medical office setting required.
    4. Excellent interpersonal skills requried.
    5. Experience in use of personal computers required.
    6. Knowledge of medical practice management software, Microsoft Word and Excel preferred.
    7. Excellent attention to detail nad organizational skills required.
    8. Good written and verbal communication skills required.
    9. Above average spelling and memory skills required.
    10. Understanding and commitment to CVPH core values of teamwork, commitment, confidentially and quality care required.
    11. Ability to develop and maintain effective relationships with staff, patients and external customers required.
    12. Ability to maintain confidentiality and support the goals and objective of CVPH required.
    13. Ability to utilize available business technology to perform assigned duties required. 

    As applicable, the individual has training/competency in attending to the special needs and/or behaviors appropriate to the age of the patients for which care is being provided.


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