Medical Office Associate

The Medical Office Associate (MOA) plays a vital role in ensuring the accuracy, completeness, and timely availability of patient information across Advocate Radiation Oncology's office locations. Sitting within a designated ARO office, this position provides centralized support across multiple sites and patient populations, serving as a critical link between clinical teams, administrative staff, and community entities. The MOA is responsible for reviewing, retrieving, and confirming critical data within the electronic medical record (EMR) system, managing incoming requests from medical professionals, and maintaining the highest standards of accuracy and confidentiality in all aspects of patient records management.

The following reflects the primary responsibilities of this role. Other duties may be assigned as needed.

• Oversee the review, retrieval, and verification of critical patient data within the EMR system to guarantee the accuracy and completeness of all records. Coordinate the acquisition of external medical records and diagnostic imaging from outside facilities.

• Monitor and manage incoming emails and requests from physicians, clinical staff, and other medical professionals, responding or routing in a timely and organized manner.

• Prepare patient files and records in advance of appointments, procedures, or other clinical activities.

• Support front desk and administrative functions across multiple ARO offices from a centralized location.

• Coordinate and communicate with multiple internal and external entities, including external community partners, to facilitate continuity of patient care.

• Maintain strict confidentiality of all patient information in compliance with HIPAA and organizational policies.

• Demonstrate strong organizational skills, including prioritizing workload, managing competing deadlines, and proactively preparing work in advance.

• Perform data entry and documentation tasks with a high degree of accuracy and attention to detail.

• Support other administrative and operational functions as directed by the Practice Manager or Office Lead.

Requirements

Minimum experience & Education:

• High School Diploma or equivalent required; Associate's degree or higher preferred.

• Minimum of 3 years of professional experience in a medical office environment, with a strong foundation in front desk operations and administrative support. Familiarity with medical imaging is preferred.

• Minimum of 2+ years of experience entering and managing medical data within an EMR system.

• Minimum of 2+ years of experience handling confidential information; healthcare setting preferred.

• Minimum of 2+ years in a professional administrative support role within a healthcare or medical office environment.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.

Knowledge, Skills & Abilities:

• Expert-level proficiency in reviewing and managing patient data within an EMR platform.

• Demonstrated ability to multi-task and manage multiple concurrent responsibilities across different offices and patient populations.

• Strong attention to detail with a commitment to data accuracy and completeness.

• Excellent organizational and time management skills, with the ability to prioritize and work proactively.

• Effective written and verbal communication skills; able to interact professionally with physicians, clinical staff, and external partners.

• Ability to work independently in a centralized role while supporting distributed teams and locations.

• Understanding of HIPAA requirements and patient confidentiality obligations.

• Adaptable and solutions-oriented; comfortable managing shifting priorities in a fast-paced healthcare environment.