What are the responsibilities and job description for the Medical Office Assistant position at Winbigler Medical?
The Medical Office Assistant provides administrative and clinical-support functions that keep the practice running smoothly and patients cared for. This role handles incoming calls and faxes, builds and maintains accurate patient charts, supports medication and diagnosis reconciliation, and helps ensure orders, records, and follow-ups are completed accurately and on time. The ideal candidate is detail-oriented, dependable, and comfortable working in a fast-paced environment.
Essential Duties and Responsibilities:
Phone & Communication
• Assist with managing fast-paced incoming messages and visit requests
• Take accurate messages and ensure timely follow-through and documentation.
• Respond to emails and patient/provider requests promptly.
• Manage calls professionally, and triage each call by urgency, routing clinical concerns to the appropriate clinician and handling routine requests directly.
Patient Charts & Records
• Build new patient charts, and obtain and verify patient demographic, insurance, and contact information.
• Enter and update medication lists and diagnoses accurately in the patient record.
• Upload, index, and properly label records and documents in the electronic health record.
• Request, track, and follow up on medical records from outside providers, pharmacies, and facilities.
Faxes, Orders & Referrals
• Monitor incoming faxes throughout the day, and sort, route, and file each item so the queue is cleared daily.
• Review physician orders for completeness and accuracy (e.g., signatures, dates, required elements) and flag issues for correction.
• Process and track referrals, DME orders, and related requests to completion.
• Complete and track chart tasks by end of business day.
Quality Assurance & Compliance
• Perform routine quality assurance checks on charts, orders, and documentation to catch errors and missing information.
• Follow HIPAA and all privacy and confidentiality requirements when handling protected health information.
• Follow office policies and procedures, and support audit and documentation readiness.
General Office Support
• Perform typical clerical duties including scanning, filing, data entry, and correspondence.
• Support new systems, workflows, and expansion needs as they arise.
• Perform other duties as assigned.
Qualifications:
• High school diploma or equivalent required; medical assistant certificate or related coursework preferred.
• 3 years of experience in a medical office, healthcare, or administrative setting preferred.
• Working knowledge of medical terminology, and familiarity with medications and diagnoses helpful.
• Experience with electronic health record (EHR) systems; familiarity with home health or similar documentation a plus.
• Proficiency with Microsoft Office, email, fax, and multi-line phone systems.
• Strong typing and data-entry accuracy.
Skills/Attributes:
• Exceptional attention to detail and accuracy.
• Clear, professional, and compassionate communication, both verbal and written.
• Strong organizational and time management skills, with the ability to prioritize and multitask.
• Sound judgment when triaging calls and escalating urgent matters.
• Reliability and accountability, meeting same-day deadlines consistently.
• Adaptable, team-oriented, and comfortable with change and growth.
• Commitment to patient confidentiality and HIPAA compliance.