What are the responsibilities and job description for the Medical Office Administrative Assistant position at David S Estock, M.D., P.A.?
About us
We are an MDVIP family-centered medical practice focused on wellness, prevention, and personalized care. Our team is compassionate, professional, and deeply committed to delivering exceptional patient experiences. We are seeking a detail-oriented and proactive Medical Office Administrative Assistant to support a busy physician within a membership-based family medicine practice. This individual will play a critical role in coordinating patient care, managing schedules, and ensuring seamless workflow and communication across the care team.
Why Join Us?
- Great work environment – collaborative, calm, wellness-focused
- No weekends, no holidays
- We end early every Friday – by 1:00 PM
- Supportive leadership
- Access to IV wellness perks
Key Responsibilities:
Schedule Management & Provider Support
- Review and prepare daily provider schedules with relevant notes and documentation
- Proactively support physician and clinical staff by prioritizing labs, imaging, and prior authorizations
- Organize and prepare Annual Wellness folders for physician dictation
- Assist with daily briefing and workflow preparation for optimal patient care delivery
- Track inventory and order office supplies
- Perform other duties as requested by management
Member Communication & Outreach
- Manage incoming phone calls and patient portal messages, triaging to the appropriate team member or provider
- Resolve member complaints or issues in a timely and satisfactory manner.
- Conduct patient outreach for appointment confirmations, no-shows, and follow-up care coordination
- Verify insurances, collect outstanding balances and effectively answer patient inquiries
Referral & Authorization Coordination
- Process, track, and follow up on all specialist referrals and insurance prior authorizations
- Maintain detailed logs in the EMR with dates of submission, approvals, and follow-up actions
Documentation & EMR Management
- Scan/upload, label, and organize external medical records and diagnostic results in the EMR
- Ensure documentation is accurate, HIPAA-compliant, and available for provider review
- Timestamp and update notes related to any changes in the schedule
Member Care Coordination (Non-Clinical)
- Assist patients with lab, imaging, or specialist appointment scheduling
- Track patient compliance with screenings, follow-ups, and care plan instructions
- Assist with other front desk operations as it pertains to member care coordination and satisfaction enhancement
Issue Escalation & Compliance
- Flag urgent follow-up delays or clinical concerns to the RN Practice Manager or provider
- Escalate complex insurance denials and patient concerns appropriately
- Adhere to HIPAA and privacy guidelines across all communication and recordkeeping practices
- Complete all required trainings and attend staff meetings
Requirements:
- Previous experience in medical front desk required
- Excellent communication and interpersonal skills
- Proficient in using phone systems and EMR (AthenaHealth experience is a plus)
- Strong problem-solving abilities and attention to detail
- Ability to multitask and prioritize tasks effectively is a must
✅ Qualifications:
- 1 year of experience in a medical office or family practice required
- Familiarity with insurance, prior authorizations, referral and front-desk responsibilities (billing and/or coding experience is a plus)
- Knowledge of electronic health record systems (AthenaHealth is a plus)
- Strong communication and multitasking skills
- Friendly and professional demeanor
- Medical Administrative Assistant certification (CMAA) preferred but not required
Job Type: Full-time
Pay: From $19.00 per hour
Work Location: In person
Salary : $19