Administrative Assistant: Medical Back and Front Office

Center for Rheumatology

• Location: Los Angeles, CA; onsite, with occasional coverage at Encino and North Hollywood
• Reports To: Office Manager, Los Angeles
• Position Type: Full-Time, Non-Exempt (Hourly); Monday to Friday, 8:00 a.m. to 4:30 p.m.
• Compensation: $21.00 – $26.00 per hour, based on experience

Position Overview

The Center for Rheumatology is one of Southern California’s leading rheumatology practices, with three Los Angeles area locations and 11 providers. Many of our patients are on specialty medications, including infusions and injectables, and the authorization and medication work behind each visit is what keeps their treatment on schedule. We are hiring an experienced Administrative Assistant to own that work.

Back office work comes first, but filling in the front desk is part of the role. Most of your day is spent on prior authorizations, medications and records. When the front desk is short, in Los Angeles or occasionally at Encino or North Hollywood, you step in. We will train you on our systems and workflows, but we are looking for someone who already knows how prior authorizations and insurance verification work.

Key Responsibilities

Authorizations & Medications

• Prior authorizations. Prepare and submit authorizations for oral, injectable and infusion medications through CoverMyMeds, payer portals and fax, track each to a decision, and renew before coverage lapses.
• Denials and appeals. Work denials, coordinate peer-to-peer reviews with physicians, and submit appeals.
• Medication sourcing. Document how each medication will be supplied, in office or through a specialty pharmacy, following CFR’s payer guidelines.
• Ordering and delivery. Help order medications for infusions and injections, coordinate with specialty pharmacies, and confirm deliveries arrive before the appointment.
• Patient support programs. Enroll patients in manufacturer copay card and patient assistance programs, and keep renewals current.
• Insurance verification. Check eligibility and benefits for medications and procedures, and flag problems before the visit.

Records, Care Team & Front Desk Support

• Medical records. Handle records requests, file faxes and outside results into the correct chart, and send records to referring physicians and insurers.
• Schedule review. Look ahead at upcoming schedules so approvals, medications and documents are in place, and keep physicians and nurses updated on where things stand.
• Front desk support. Check patients in and out, verify demographics and insurance, answer and route calls, and schedule appointments when the front desk needs coverage.

Qualifications & Experience

Required

• 1 year in a medical office, including hands-on insurance work such as prior authorizations, eligibility and benefits verification, or referrals.
• Working knowledge of medical terminology and the major plan types: commercial, Medicare, Medicare Advantage and Medi-Cal.
• Comfortable on a computer and quick to learn new software; experience with an electronic health record or practice management system.
• Clear, courteous phone communication with insurance companies, pharmacies and patients.
• Organized and detail oriented; you follow every open item through to resolution.
• Reliable transportation and a high school diploma or equivalent.

Strongly preferred

• Prior authorization experience in a specialty practice where biologics or infusions are common, such as rheumatology, oncology or gastroenterology.
• Experience working denials and appeals.
• Understanding of medical vs. pharmacy benefit coverage, for example why an infusion is authorized through the medical plan while a self-injected medication goes through the pharmacy benefit.
• Experience with CoverMyMeds, Availity or other payer portals, specialty pharmacies, or copay and patient assistance programs.
• Medical front desk experience.

Nice to have

• Experience with TriMed, or medical office administration training.
• Bilingual English/Spanish, Armenian, Farsi, or Russian.

This may not be the right fit if

• You are looking for remote or hybrid work. This role is fully onsite.
• You want a role focused only on authorizations, or only on the front desk.
• You are looking for hands-on clinical work such as rooming patients, taking vitals or drawing blood.

Additional Details

• Benefits: Health, dental and vision insurance, paid time off and paid sick leave.
• Work environment: Desk and phone work; occasional lifting up to 25 pounds.
• The Center for Rheumatology is an equal opportunity employer and considers qualified applicants with criminal histories in accordance with the Los Angeles Fair Chance Ordinance.

Pay: $21.00 - $26.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• medical back office: 1 year (Required)

Ability to Commute:

• Los Angeles, CA 90048 (Required)

Work Location: In person

Salary : $21 - $26