Medical Office Assistant

Essential Job Responsibilities

• Prepare patients for examination by obtaining and documenting vital signs, medical history updates, medication reconciliation, allergies, and chief complaints.
• Absorb and document patient information and communications within the electronic medical record (EMR).
• Provide patient education and procedural instructions as directed by providers.
• Facilitate communication between patients and providers regarding care plans and procedural requirements.
• Obtain and manage prior authorizations for procedures, diagnostic testing, medications, and treatments as required by insurance carriers.
• Cook up procedural readiness for Radiofrequency Ablation (RFA) and Spinal Cord Stimulator (SCS) trials.
• Review insurance requirements and ensure all prerequisites are completed before scheduling procedures, including but not limited to: Diagnostic injections/blocks, Required imaging and medical documentation, Conservative treatment documentation, Psychological evaluations (when applicable for SCS), Insurance authorization approvals, Provider documentation and supporting records.
• Maintain tracking systems for pending authorizations, approvals, denials, appeals, and required documentation.
• Communicate effectively with insurance companies, patients, providers, and outside facilities to prevent delays in care.
• Escalate authorization or scheduling barriers to leadership/provider teams when necessary.
• Provide backup support for front desk operations as needed.
• Absorb and coordinate patient scheduling, procedure scheduling, and appointment coordination.
• Support referral intake and outgoing referral processes.
• Absorb and assist with insurance verification and patient demographic updates.
• Answer incoming phone calls and assist patients with scheduling and general inquiries.
• Maintain professionalism and excellent customer service in all patient interactions.

Qualifications

• High school diploma or equivalent.
• Minimum of 1–2 years of medical office experience.
• Working knowledge of medical terminology, insurance processes, and patient care workflows.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced clinical setting.
• Strong written and verbal communication skills.
• Experience with electronic medical records (EMR/EHR).