Administrative Assistant

Medical Office Coordinator

Division: Senior Services

Status: Non-exempt

Reports to: Business Office Manager

Revision date: July 2025

Supervises: n/a

Purpose

According to prescribed policies and procedures of the organization including all applicable state, federal and accreditation regulations and reporting to the Business Office Manager, the Medical Office Assistant supports clinical and operational functions by ensuring efficient patient flow, accurate documentation, and serving as a key liaison between patients, providers, and support staff.

Essential Functions

• Manage administrative and clinical support tasks for assigned providers, ensuring accuracy, timeliness, and prioritization of daily workload.

• Serve as a liaison between providers, patients, and support teams to facilitate effective care coordination.

• Support providers with documentation, order entry, and follow-up communications.

• Prepare and maintain patient charts, including screenings, insurance documentation, and relevant clinical data.

• Coordinate with care management teams to support workflows related to chronic care, annual wellness visits, care gaps, and transitional care.

• Manage incoming and outgoing communications, including phone calls, emails, and documentation uploads.

• Verify insurance eligibility and coverage, manage prior authorizations, and flag value-based attribution changes.

• Coordinate scheduling for in-office and virtual visits, ensuring alignment with provider availability and patient needs.

• Demonstrate working knowledge of Medicare, Medicare Advantage, and commercial insurance models.

• Track and communicate quality metrics (e.g., HEDIS, Stars) and care gaps to clinical teams.

• Act as a central point of contact for patient inquiries related to clinical care coordination and follow-up.

• Support patients in understanding preventive services, follow-up care, and insurance-related processes.

• Utilize technology tools proficiently, including Microsoft Office, EHR systems, and insurance portals.

• Participate in interdisciplinary team meetings and collaborative care discussions as requested.

• Provide on-site support during field visits as needed, including patient check-ins, coordination of care logistics, and real-time communication with providers to ensure seamless service delivery.

Expectations

• Demonstrates and maintains a positive, professional manner, manages time efficiently and effectively, provides leadership as a role model to promote a team approach, collaborates and participates in policy creation and appropriate problem-solving methods.

• Must adhere to all policies, procedures, terms and conditions set forth in the National Church Residences' Employee Information Guide (EIG), the Code of Conduct, as well as any facility handbook, including but not limited to, corporate compliance, drug free workplace, safe work practices, all federal, state, local regulations and laws.

• With respect to Resident Rights, ensures all care is provided with respect and dignity for the residents/clients, their families and the staff. Reports all complaints made by residents/clients and/or families to the appropriate supervisors, reports all allegations of abuse, misappropriation of funds/resident property and/or any other corporate compliance, drug free workplace, safe work practices, all federal, state and local regulations and laws.

• Completes all annual education requirements timely, including but not limited to Compliance, Privacy, Security and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of their duties.

• Performs other duties as assigned.

Job Specification Sheet – Medical Office Assistant

Education: High School Diploma or GED required. Completion of an accredited medical assisting program required.

Experience: Prior experience in healthcare administrative experience with insurance and medical terminology required.

Travel: Rare – up to 24%

Mental: Must have good communication, comprehension, computer and interpersonal skills. Must have the ability to speak, read, write and understand English.

Skills: Must have working knowledge of Windows, Microsoft Office Suite, and World Wide Web. Must have the ability to accurately transcribe medical notes/encounters.

Licensure: Active Medical Assistant certification required.

Vision: Normal: Consistent with standard workflow.

With respect to said job description, estimate the daily time spent performing the following activities. Rare (R) = 0-24%; Sometimes (S) = 25-49%; Frequent (F) = 50-74%; Continuous (C) = 75% plus

R = Climbing S = Stooping Lifting/Carrying: S = 10-25 lbs.

S = Standing R = Pushing S = 26-50 lbs.

F = Sitting R = Pulling S = 51-75 lbs.

S = Walking R = Driving R = 76 plus lbs.

Consequences of Errors: Some monetary responsibility.

Supervision Received: General supervision: Employee generally operates by himself/herself checking with supervisor when in doubt and/or as scheduled.

Working Conditions: Good office working conditions. Due to occasional work in long term care facilities, exposure to some disagreeable conditions such as noise, odors, illness, infection and physical contact with disruptive residents.

Acknowledgement

I hereby understand and agree to the above description of the duties required.

Signature Date

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, military status, disability, genetic information and/or any other characteristics protected by applicable law.