Healthcare Administrative Assistant

Position: Healthcare Administrative Assistant / Medical Receptionist
Schedule: Monday - Fridays 8:00am - 5:00pm
Rate: 20-25/hr

Position Summary

We are seeking a friendly, organized, and detail oriented Healthcare Administrative Assistant to support the daily operations of an employee health clinic. The ideal candidate will have excellent customer service skills, strong administrative abilities, and experience working in a healthcare setting. This role is responsible for patient registration, appointment scheduling, medical records management, referral coordination, and providing exceptional service to patients and clinic staff.

Key Responsibilities

Patient Registration and Front Desk Support

• Greet and assist patients, visitors, and other individuals entering the clinic in a professional and welcoming manner.

• Register patients and verify that demographic and medical record information is current and accurate.

• Update patient information in electronic systems and medical charts as needed.

• Answer incoming telephone calls, respond to inquiries, direct calls to appropriate personnel, and initiate triage requests for clinical staff when necessary.

Appointment Scheduling and Patient Communication

• Schedule patient appointments and accurately enter appointment dates and times into the computerized scheduling system.

• Conduct appointment reminder calls to patients.

• Assist patients with scheduling questions and general clinic inquiries.

• Maintain clear and professional communication with patients, providers, and clinic staff.

Medical Records and Administrative Support

• Organize and maintain patient medical records and filing systems.

• Generate chart numbers, file records, and retrieve patient charts as needed.

• Ensure patient information is handled accurately and confidentially in accordance with HIPAA guidelines.

• Perform general administrative duties to support efficient clinic operations.

Referral Coordination

• Coordinate patient referrals with insurance companies, physician offices, and medical specialists.

• Initiate referrals and fax required documentation to appropriate providers.

• Follow up on referral requests to help ensure timely patient care.

Payment Processing

• Collect patient payments when applicable.

• Maintain accurate payment records and reconcile daily cash reports.

• Assist with resolving payment inquiries as needed.

Qualifications and Requirements

• Previous administrative or front desk experience in a healthcare or medical office setting preferred.

• Experience with EPIC electronic medical records (EMR) strongly preferred.

• Proficiency with computerized appointment scheduling systems and Microsoft Office applications.

• Strong organizational skills with excellent attention to detail.

• Excellent written and verbal communication skills.

• Ability to multitask, prioritize responsibilities, and work efficiently in a busy healthcare environment.

• Strong customer service orientation with the ability to respond promptly and professionally to patient needs.

• Ability to manage challenging or emotional situations with patience, empathy, and professionalism.

• Understanding of patient confidentiality and HIPAA requirements.

• Ability to work independently while collaborating effectively with clinical and administrative team members.

Ideal Candidate

The ideal candidate is a dependable, compassionate, and highly organized healthcare administrative professional who enjoys helping patients and supporting a busy medical team. They are comfortable managing multiple priorities, have strong communication skills, and take pride in creating a welcoming and efficient patient experience.