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, managing 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.
• Absorb 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.