Office Administrator, Medical Scribe

Office Administrator/Medical Scribe

Alhambra, CA

Position Summary

We are seeking a highly skilled and dedicated Office Administrator/Medical Scribe to join our team. You will play a crucial role in providing support to the Providers in the Alhambra and Hacienda Heights Office in managing medical documentation by summarizing their interactions with their patients. Your main responsibilities will include supporting patient visits through documentation and recording, filling out paperwork, summaries and referral letters after a visit and entering data into medical records. This position requires excellent interpersonal skills, a strong attention to detail, and the ability to multitask in a fast-paced medical environment. Great opportunity for pre-med students looking to gain experience in private medical practice. This role is non-exempt (hourly) and 8am-5pm on Monday, Tuesday, Wednesday, Thursday.

Key Responsibilities

• Patient Interaction & Intake:
  • Greet and prepare patients for examination, ensuring comfort and collecting relevant health information for visits.
  • Assist with physical exams and provider instructions.
• Medical Recordkeeping & Compliance:
  • Maintain accurate and confidential patient records in accordance with HIPAA regulations.
  • Assist with patient education on treatment plans, prescriptions, and overall health management.
  • Schedule appointments, handle patient inquiries, and manage insurance documentation.
• EHR & Documentation Support:
  • Accurately document patient encounters during office visits.
  • Record patient history, exam findings, diagnoses, treatment plans, and provider instructions in real-time.
  • Use correct medical terminology, abbreviations, and codes for documentation.
  • Help manage EHR and ensure all provider notes are completed and signed in a timely manner.
  • Assist in maintaining efficient, organized workflow in the exam room.
  • Collaborate with providers and clinical staff to support seamless documentation.
  • May assist with completing prior authorizations.
• Office Administration Duties:
  • Welcome patients and visitors, manage check-in/check-out processes, and collect co-pays.
  • Verify insurance, schedule appointments and follow-ups, and submit prior authorization requests.
  • Answer phone calls, route messages, and respond to inquiries.
  • Maintain organized front desk and ensure HIPAA-compliant record-keeping.
  • Assist in emergency situations by alerting clinical staff appropriately.

Qualifications & Requirements

• Education: High school diploma or equivalent.
• Experience: Minimum of one year of relevant experience.
• Licensure & Certifications:
  • Certification or training in medical assisting (CMA, RMA, or similar) preferred.
  • BLS (Basic Life Support) certification preferred or willingness to obtain.
• Skills & Abilities:
  • Excellent computer literacy and typing abilities.
  • Proficient in using EHR systems and medical software.
  • Completion of a medical terminology course or one year of experience using medical terminology in a clinical setting preferred.
  • Excellent organizational, communication, and multitasking skills.
  • Ability to manage time effectively in a fast-paced environment.
  • Strong attention to detail.
  • Commitment to maintaining patient confidentiality and adhering to HIPAA regulations.
  • Punctual and prepared for all shifts and work responsibilities.
• Preferred Qualifications:
  • Students pursuing careers in healthcare (medicine, nursing, PA, healthcare administration, etc.)
  • College-level education in health or medical-related fields
  • Advanced medical terminology knowledge
  • Fluency in a foreign language (Spanish preferred)
  • Advanced typing and computer proficiency
  • Willingness to commit to two or more years of availability

Compensation

The hourly range for this position is $21.50-25.00 /hour. The actual compensation for this role will be determined by a variety of factors, including but not limited to the candidate's skills, education, and experience.

Physical Requirements

Ability to stand, walk, and move throughout the clinic, if applicable, for extended periods; occasionally lift objects up to 25 lbs., bend, stoop, or reach as needed. Frequent use of hands and fingers for patient care and equipment operation. Must have normal (or corrected) vision and hearing and be able to respond quickly in a fast-paced clinical environment, if applicable.

What We Offer

• Competitive salary and benefits package, including medical, dental & vision insurance, 401(k) retirement plan with employer matching, and professional development opportunities
  • In addition, we offer paid time Off (PTO), sick time, floating holiday and holiday pay
• Opportunity to shape the future of a thriving allergy and asthma practice in beautiful San Diego (and across our expanding network)
• A supportive, mission-focused culture where your contributions directly impact patient outcomes and team growth

If this role excites you, please submit your resume and a cover letter outlining your relevant experience and why you're passionate about joining our team. We look forward to hearing from enthusiastic candidates ready to drive our success!