Medical Assistant

Position Summary

The Front Desk Coordinator / Medical Assistant is a cross-trained role essential to the smooth daily operation of Diabetes Forward. This position combines front-office administrative responsibilities — scheduling, check-in, and insurance verification — with clinical support duties typically performed by a Medical Assistant, including rooming patients and assisting with basic clinical tasks. This dual-function role reflects the practice's lean staffing model and requires a versatile, detail-oriented individual comfortable moving fluidly between administrative and clinical responsibilities throughout the day.

Key Responsibilities

Front Desk / Administrative Duties

• Greet patients and manage front desk operations with a warm, professional demeanor
• Schedule and confirm patient appointments using the AdvancedMD practice management system
• Verify patient insurance eligibility and benefits prior to appointments
• Collect co-pays and process patient payments at check-in/check-out
• Obtain relevant outside medical records, laboratory results, imaging, and consultation notes prior to patient visits
• Triage incoming patient portal messages and phone calls, including clinical questions, medication refill requests, pharmacy issues, and insurance questions, and route them appropriately to the physician or RN
• Maintain accurate patient demographic and insurance information in the EMR
• Support day-to-day office administrative needs, including supply ordering and vendor coordination as directed

Clinical / Medical Assistant Duties

• Room patients and obtain vital signs prior to physician visits
• Prepare exam rooms and ensure adequate clinical supply stock between patients
• Assist with phlebotomy and point-of-care testing under appropriate supervision and scope of practice
• Initiate, submit, and track prior authorizations for medications, CGMs, insulin pumps, and diabetes supplies, including communication with pharmacies, insurance companies, and patients regarding coverage determinations and appeals
• Connect patients' diabetes devices (CGMs, insulin pumps, and glucose meters) to cloud-based platforms, assist with account setup when needed, ensure reports are downloaded and available for physician review prior to visits, and provide basic troubleshooting for device connectivity issues. Training and ongoing support will be provided for the diabetes technologies used within the practice
• Assist the RN/Diabetes Educator with patient education materials and administrative aspects of the Diabetes Support Program as needed
• Maintain clinical area cleanliness and adherence to infection control protocols

Qualifications

• High school diploma or equivalent required; Medical Assistant certification (CMA, RMA, or equivalent) preferred
• Minimum 1–2 years of experience in a medical office setting required. Endocrinology experience is preferred but not required. Candidates with strong organizational skills, an interest in diabetes care, and a willingness to learn diabetes technology are encouraged to apply
• Working knowledge of medical insurance verification, prior authorization processes, and basic medical billing concepts
• Experience with EMR/practice management systems; familiarity with AdvancedMD a plus
• Phlebotomy experience or certification preferred
• Excellent interpersonal and customer service skills, with the ability to interact compassionately with patients managing chronic conditions
• Strong organizational skills and ability to multitask in a fast-paced, small-office environment
• Comfortable working independently and taking initiative in a cross-functional role

Physical Requirements

• Ability to sit at a front desk workstation for extended periods, as well as stand and move throughout the clinical space
• Ability to lift and carry up to 20 lbs (office and medical supplies)
• Manual dexterity sufficient to perform basic clinical tasks (vitals, specimen handling)

Schedule

This is a full-time position aligned with the practice's clinical schedule of 4 clinical days per week, with potential additional administrative hours for scheduling, billing follow-up, and office management tasks outside of patient-facing clinical days.