Clinical Support Assistant/Medical Administration

Position Summary

The Clinical Support Assistant supports physicians and advanced practice providers by performing a combination of clinical and administrative responsibilities that promote efficient office operations and exceptional patient care. This position plays a critical role in maintaining patient flow, preparing medical records, coordinating follow-up care, and ensuring accurate documentation while providing outstanding customer service to every patient.

Primary Responsibilities

• Welcome, room, and prepare patients for their appointments.
• Complete patient intake, verify medical history, and accurately document information within the electronic medical record.
• Check patients out following their visit, ensuring they understand provider instructions, follow-up appointments, and treatment plans.
• Prepare work notes, referrals, orders, prescriptions, and other documentation as directed by the provider.
• Ensure all required patient documentation, including HIPAA acknowledgments, financial policies, and consent forms, is completed and maintained.
• Schedule, reschedule, and coordinate patient appointments, including follow-up visits, referrals, imaging, therapy, and OrthoCare (Urgent Care) appointments.
• Answer incoming telephone calls professionally and courteously while providing excellent customer service.
• Return voicemail messages promptly and route calls appropriately.
• Respond to patient inquiries and communicate effectively through Medent, Outlook, and Microsoft Teams.
• Medical Record Management:
• Prepare patient charts prior to appointments by entering diagnostic imaging orders, verifying insurance and demographic information, obtaining outside medical records, imaging, and reports.
• Manage electronic documents and provider work queues within Medent, including diagnostic imaging, laboratory results, therapy orders, and general clinical documentation.
• Review and distribute daily progress notes to referring and primary care physicians.
• Process disability, FMLA, and other medical forms while accurately tracking documentation and applicable fees.
• Support quality initiatives by ensuring patient outcome measures and required clinical reporting are completed accurately.
• Clinical Operations:
• Maintain exam rooms and clinical work areas by ensuring supplies are stocked, organized, and readily available.
• Aid in maintaining a clean, safe, and efficient clinical environment.
• Collaborate with physicians, advanced practice providers, athletic trainers, medical assistants, and administrative staff to ensure seamless patient care.
• Perform additional duties as assigned to support the needs of the practice.

Qualifications

• High School Diploma or GED required.
• Medical Assistant certification or healthcare-related education is a plus but not required.
• One to two years of experience in a physician practice, specialty clinic, hospital, or other healthcare setting preferred.
• Experience with electronic medical records (EMR) systems is preferred.
• The Ideal Candidate Will Demonstrate Exceptional customer service and interpersonal skills.
• Strong verbal and written communication.
• Outstanding organizational and time-management abilities.
• Ability to prioritize multiple responsibilities while maintaining accuracy and attention to detail.
• Critical thinking and problem-solving skills.
• A positive attitude with a willingness to assist wherever needed.
• Ability to remain calm and professional in a fast-paced clinical environment.
• Dependability, accountability, and a strong work ethic.
• Commitment to patient confidentiality and HIPAA compliance.
• Proficiency with Microsoft Office and electronic medical record systems.