Medical Office Assistant - Family Care

About the role

The Medical Office Assistant supports daily clinic operations by coordinating patient scheduling, registration, records management, billing, and administrative tasks. This role also assists healthcare providers, maintains examination rooms and medical supplies, and helps ensure a safe, organized, and welcoming environment for patients and staff.

About the team

Swain Family Care, a department of Swain Community Hospital, provides quality, personalized healthcare for the entire family. Services include adult medicine, pediatrics, routine and sports physicals, CDL physicals, employment screenings, health screenings, and all-ages vaccinations (state and private immunizations). The team also provides preventive care, preoperative clearances, minor procedures, on-site laboratory services, and diagnosis and treatment of acute illnesses and chronic conditions such as hypertension, diabetes, high cholesterol, and asthma.

Responsibilities

• Patient Registration and Scheduling: Schedules and registers patients, coordinates appointments and referrals, and supports efficient patient flow throughout the clinic.
• Patient Records Management: Maintains accurate, complete, and up-to-date patient information in the electronic medical record system while ensuring confidentiality.
• Patient Communication and Service: Greets patients, answers telephone calls, responds to routine inquiries, and directs questions to the appropriate healthcare professional.
• Clinical and Examination Room Support: Prepares and maintains examination rooms, medical equipment, and supplies to ensure a clean, safe, and organized clinical environment.
• Provider and Clinical Support: Reviews provider orders and obtains informed consent for invasive procedures, as appropriate to the role and organizational policies.
• Billing and Payment Processing: Posts charges, completes required paperwork, collects copayments, deductibles, and outstanding account balances, and assists with billing-related tasks.
• Daily Financial Reconciliation: Assists with end-of-day balancing, closing procedures, and preparation of deposits for courier pickup.
• Office Operations and Compliance: Performs administrative and clerical duties, including filing and data entry, troubleshoots equipment issues, monitors supply levels, and follows organizational policies for patient safety, infection prevention, and privacy.

Schedule

Full-Time, Days

Benefits

• Medical, dental, and vision coverage: Multiple plan levels with medical plans starting at $10 per pay period; tailored benefit options for part-time and PRN employees.
• Financial protection & PTO: Life, accident, critical illness, and hospital indemnity insurance; short- and long-term disability; paid family leave and paid time off.
• Financial & career growth: Higher education and certification tuition assistance, loan assistance, 401(k) retirement package with company match.
• Employee well-being: Mental, physical, and financial wellness programs including free gym memberships, virtual care appointments, mental health services, and discount programs.
• Professional development: Ongoing learning and career advancement opportunities.

Requirements

• High school diploma or equivalent required.
• Previous medical office or healthcare experience preferred.
• Strong organizational, communication, and customer service skills.
• Excellent attention to detail and the ability to maintain accurate, complete, and confidential patient records.
• Proficiency in computer applications and the ability to learn electronic medical record systems, scheduling software, and other office technologies.
• Critical thinking skills, sound judgment, and the ability to work independently with minimal supervision.
• Ability to work effectively in a fast-paced, stressful environment, prioritize competing demands, and take appropriate action.
• Ability to collaborate effectively with providers, clinical staff, and administrative team members to support quality patient care.

About Swain Community Hospital

Swain Community Hospital is a 48-bed, fully accredited critical access hospital dedicated to quality, service, and compassion. The hospital, along with an outpatient physician practice, offers primary and inpatient care, as well as emergency, laboratory, imaging, rehabilitation, urology, cardiopulmonary, geriatric outpatient, pediatric and gastroenterology services, and a pain clinic.