Medical Office Clerk

Job Description

Job Description

Job Summary:

The Medical Office Clerk is responsible for performing administrative and clerical tasks that support the healthcare team in an assisted living environment. This role ensures accurate medical records management, assists with scheduling, handles communications, and helps maintain organized and efficient office operations. The Medical Office Clerk serves as a key link between residents, healthcare providers, and facility staff.

Key Responsibilities:

• Medical Records & Documentation:

  • Maintain and update residents' medical charts, ensuring accuracy and confidentiality.

  • File lab reports, physician notes, medication orders, and other medical documents promptly.

  • Assist with data entry into electronic health records (EHR) systems.

• Clerical & Administrative Support:

  • Answer phones, take messages, and direct calls appropriately.

  • Schedule medical appointments, in-house visits, and transportation as needed.

  • Prepare and distribute internal communications, including memos and reports.

• Resident Support:

  • Help coordinate outside medical appointments and follow-up care.

  • Ensure residents' files are complete and compliant with facility policies and state regulations.

  • Serve as a point of contact for resident families regarding scheduling and documentation questions (as appropriate).

• Compliance & Coordination:

  • Assist the nursing staff with preparing paperwork for assessments, audits, and regulatory reviews.

  • Support medication management records and communication logs.

  • Help ensure the medical office complies with HIPAA and confidentiality guidelines.

• High school diploma or GED required; post-secondary education or medical office certification preferred.

• 1+ year of experience in a medical or healthcare office environment (assisted living or long-term care preferred).

• Familiarity with medical terminology and health records (electronic and paper-based).

• Proficient in Microsoft Office (Word, Excel) and data entry systems.

• Strong organizational skills and attention to detail.

• Excellent communication and interpersonal skills.

• Ability to maintain confidentiality and professionalism.

• Primarily office-based within the facility, with occasional resident interaction.

• May involve sitting for extended periods, as well as some walking to resident areas or nursing stations.

• Standard daytime schedule with occasional flexibility depending on operational needs.

• Flexible Hours