Medical Office Assistant

Overview

As an Office Assistant, you’ll keep daily operations organized and welcoming. You’ll support the team with front desk coverage, customer service, administrative tasks, and clear client communication. Your impact: By handling inquiries promptly and keeping records accurate, you help clients get the support they need and colleagues stay focused.

This position ensures that the birth center maintains organized, accurate, and current records and follows applicable regulations.

Essential Job Duties

1. Customer Service and Desk Coverage

• Welcome visitors, answer and route calls, and provide professional phone etiquette and customer support.
• Assist with calendar management, scheduling, correspondence, filing, and general office management.
• Coordinate routine administrative needs and communicate with clients and colleagues in a helpful, timely manner.

2. Quality Assurance

• Monitor and maintain required quality assurance documentation and compliance records.
• Ensure policies, procedures, logs, and required documentation are organized, current, and accessible.
• Assist with accreditation preparation, reviews, inspections, and required reporting.
• Monitor compliance with established policies and procedures.-everyone
• Identify areas of noncompliance, missing documentation, and opportunities for improvement.
• Assist with maintaining facility and staff documentation required for accreditation.
• Support ongoing quality improvement

3. Clinical Chart Audits & Documentation Compliance

• Conduct routine patient chart audits to evaluate completeness, accuracy, and compliance with documentation standards.
• Review prenatal, labor and birth, postpartum, and newborn records.
• Identify missing signatures, incomplete forms, outstanding documentation, and discrepancies.
• Communicate chart deficiencies to the appropriate providers or staff members.
• Track outstanding chart corrections and monitor completion.
• Identify recurring documentation concerns and communicate trends to leadership.

4. Medication Logs & Inventory Management

• Maintain and update medication logs and inventory documentation.
• Monitor medication expiration dates and conduct routine expiration checks.
• Coordinate appropriate removal and disposal of expired medications in accordance with applicable requirements and facility policies.
• Maintain accurate disposal medication lot numbers, expiration dates, and inventory records.
• Communicate medication inventory concerns and upcoming expiration dates to clinical leadership.-CC monthly
• Ensure medication documentation is maintained and available for quality assurance and accreditation purposes.
• Maintain temperature and humidity logs for medication storage (room, fridge, freezer) daily.

4. Medical Records & Referral Coordination

• Process incoming and outgoing medical records requests.
• Send and receive medical documentation through fax and approved electronic systems.
• Create, complete, and process referrals to outside providers and specialists.
• Coordinate the transmission of supporting medical documentation with referrals.
• Track outstanding referrals and assist with follow-up as needed.
• Maintain confidentiality and ensure appropriate authorization for the release of protected health information.
• Assist with troubleshooting medical records and referral-related administrative issues.
• Filing birth certificates

5. Laboratory Coordination & Billing Support

• Manage laboratory-related administrative processes through Quest Diagnostics and Natera.
• Submit and process Quest laboratory billing requests and billing-related documentation.
• Troubleshoot and correct insurance information and coverage discrepancies with Natera.
• Coordinate laboratory supply orders through Quest and Natera.
• Monitor laboratory supply inventory and ensure supplies are reordered as needed.
• Coordinate communication regarding outstanding laboratory orders and administrative requirements.
• Communicate laboratory results to clients through approved communication channels and established provider protocols.

6. Appointment Scheduling & Client Coordination

• Assist with scheduling and coordinating client appointments.
• Monitor appointment schedules to ensure clients have necessary appointments and follow-up care arranged.
• Identify missing, overdue, or outstanding appointments and coordinate appropriate follow-up.
• Assist with scheduling coordination between clients and providers.
• Communicate with clients regarding administrative needs and laboratory follow-up.
• Support timely communication and continuity of care through organized scheduling practices.

7. General Administrative & Operational Support

• Serve as an administrative resource for staff regarding workflow questions and operational processes.
• Troubleshoot administrative issues and identify appropriate solutions.
• Assist with maintaining organized electronic and physical records.
• Coordinate faxing, document processing, and other administrative correspondence.
• Monitor outstanding administrative tasks and ensure appropriate follow-through.
• Communicate operational concerns and workflow needs to leadership.
• Assist with developing and maintaining efficient administrative systems and procedures.
• Facility closing checklist

Requirements

• Strong computer skills and computer literacy, including technical proficiency with common office tools, spreadsheets, and word processing.
• Excellent organizational and time management skills, accurate typing, and attention to detail.
• Clear phone communication, client communication, and customer service skills.
• Office experience, clerical experience, or administrative experience is helpful; personal assistant experience is a plus.
• Knowledge of medical records management and HIPAA requirements

Pay: $19.00 - $21.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Health insurance

Work Location: In person

Salary : $19 - $21