MEDICAL OFFICE ASSISTANT-BALDWIN

MEDICAL OFFICE ASSISTANT-BALDWIN

August 31, 2026 Alabama, Baldwin County Full-time

MEDICAL OFFICE ASSISTANT

Department: Operations

Reports to: Office Manager; Assistant Office Manager

Classification: Non-Exempt

JOB SUMMARY

The Medical Office Assistant will provide a variety of clerical duties associated with patient care. The Medical Office Assistant maintains a pleasant, courteous, and cooperative manner with patients, visitors, and Center personnel.

ESSENTIAL FUNCTIONS

• Greets, registers, and receives all patients, visitors, and staff in a professional and courteous manner. Ascertains the nature of business and directs patients, visitors, staff, or callers to the appropriate department or person.
• Answers telephone calls and provides information to callers, screens and routes calls to the appropriate destination in a courteous, professional, and efficient manner. Obtains and records the caller's name, time of call, nature of business, and person called upon.
• Schedules patient appointments for providers. Prepares daily appointment schedule printouts for provider(s).
• Retrieves patient charts for office visits and doctors' or nurses' telephone calls requiring patient information.
• Interviews patients to obtain demographic data during the initial office visit. Updates patient demographic data and proof of income every six months or as necessary.
• Reviews patients' and appropriate family members' income to determine qualification for sliding fee scale adjustments.
• Generates encounter forms. Assembles medical record charts for new patients or retrieves existing charts, places encounter forms on charts, and routes them to the nurses' station. Places charts in sequence for provider examination or treatment.
• Keeps patient records accurately identified.
• Checks charts daily for incomplete histories and brings them to the attention of the appropriate member of the healthcare team for correction.
• Receives and processes patient payments. Reconciles payment receipts by matching receipts against money sheets and entry session totals on computer terminals at the end of each day. Prepares, mails, and maintains records for the insurance claims process.
• Prepares deposit slips and secures them for transport to Accounts Receivable.
• Matches encounter forms at the end of the day and has duplicates made as necessary.
• Maintains confidentiality of patients' medical information and work materials as appropriate.

The above reflects the general duties considered necessary to describe the principal functions of the job and shall not be considered a detailed description of all work that may be assigned by the supervisor or that may be inherent in the position.

ADDITIONAL RESPONSIBILITIES

• Maintains the reception area in a neat and orderly condition at all times.
• Maintains prompt arrival and regular attendance at work.
• May perform work of a higher level in preparation for increased responsibility.
• Responsible for incoming and outgoing mail distribution for the assigned department.
• Performs other duties as assigned.

CUSTOMER SATISFACTION REQUIREMENTS

Must provide the very best customer satisfaction to patients, visitors, and co-workers at all times in a professional and courteous manner. Doing things right the first time. Making people feel welcome. Shows respect for each customer. Anticipates customer needs and concerns. Keeps customers informed. Helps and goes the extra mile. Responds quickly. Protects privacy and confidentiality. Demonstrates proper telephone etiquette. Takes responsibility for handling complaints. Be professional. Takes ownership of your attitude toward Service Excellence.

PRIVACY RULE COMPLIANCE REQUIREMENTS

• Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
• Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.
• Must comply with Privacy Rule guidelines by learning to protect FPHC patients' medical privacy.
• Must comply with Privacy Rule guidelines by appropriately maintaining patient information in compliance with national standards.
• Must comply with Privacy Rule guidelines by providing appropriate security of FPHC patient records.

HEALTH AND SAFETY REQUIREMENTS

The health and safety requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must adhere to safety regulations, personnel policies, and procedures.
• Must receive Safety and Hazardous Communication training annually.

PERFORMANCE STANDARDS

Performance will be evaluated by the Office Manager or designee annually, wherein an overall satisfactory rating is considered the minimum acceptable level of performance.

QUALIFICATIONS

Education: High school graduate or GED equivalent. Graduate of an approved Medical Office Assistant Program or an equivalent combination of training, education, and work experience relative to the position. Pleasant personality, good telephone etiquette, public relations skills, and good communication skills are required.

Experience: One or more years of work experience in a medical setting with knowledge of medical terminology and CPT coding helpful. Insurance billing work experience for Medicaid, Medicare, and other third-party insurance carriers.

Skills: Medical terminology, CPT and ICD-9 coding experience. Good human relations skills to deal effectively with patients and visitors in person or via telephone. Keyboard, insurance billing, and medical records experience required. Ability to operate a multi-line telephone, copier, adding machine, fax machine, and other office equipment.

PHYSICAL/MENTAL DEMANDS

Requires eye-hand coordination and manual dexterity. Requires the ability to distinguish letters or symbols. Requires the use of office equipment, such as copiers, computer terminals and keyboards, telephones, calculators, or fax machines. Requires normal vision range. Requires frequent standing, sitting, bending, stooping, or stretching.

PROTECTED HEALTH INFORMATION (PHI) ACCESS

RESTRICTED: For purposes of HIPAA Compliance, there are four workforce categories that define the level of access to PHI granted to the incumbent. This position is classified under Administrative Staff and is therefore granted Restricted access, to be defined according to the purpose for which use or disclosure is intended.

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