Medical Office Assistant

Medical Office Assistant

Location: Salem, OR 97301 Duration: 13 weeks

Shift: Day (MondayFriday), 5x8 hours (08:0017:00)

Position Summary

We are seeking a detail-oriented and customer-focused Medical Office Assistant to support daily operations in a fast-paced healthcare environment. The ideal candidate will have strong administrative skills, excellent communication abilities, and prior experience in a medical or multi-specialty clinic setting.

Requirements

• High School Diploma or minimum 5 years of experience in a healthcare setting
• Prior experience as a clerk, office assistant, or administrative assistant preferred
• Previous medical office or multi-specialty clinic experience preferred
• Familiarity with EMR systems (preferably Epic) is a plus

Key Responsibilities

Front Desk & Patient Interaction

• Greet patients and visitors professionally and direct them appropriately
• Provide information regarding services and programs
• Maintain a welcoming and patient-focused environment

Scheduling & Coordination

• Schedule patient appointments and procedures efficiently
• Manage no-shows, late arrivals, and rescheduling per clinic guidelines
• Coordinate referrals and follow-ups as required

Patient Registration & Documentation

• Perform accurate patient registration and pre-registration
• Verify patient identity using at least two identifiers
• Collect and update demographic, insurance, and guarantor information
• Maintain accurate patient records in the system

Insurance & Authorization

• Verify insurance eligibility using systems such as HDX, PhTech, etc.
• Obtain referrals and prior authorizations as required
• Ensure correct diagnosis codes and authorization details are entered

Billing & Payments

• Collect co-pays, co-insurance, and outstanding balances
• Process payments and maintain accurate financial records
• Balance cash drawer and prepare deposits as per protocol

Communication & Office Support

• Answer and route calls using hospital phone and paging systems
• Maintain professional communication with staff and physician offices
• Assist with retrieving and maintaining patient records

EPIC & Administrative Tasks

• Enter charges accurately using charge entry systems
• Complete assigned work queues within timelines
• Maintain scheduling templates and update as needed

Compliance & Reporting

• Ensure HIPAA compliance and proper release of medical records
• Maintain logs and documentation within EPIC
• Assist with data collection for reporting and performance tracking

Additional Duties

• Support referral coordination and follow-up tracking
• Maintain inventory and order supplies responsibly
• Assist team members and escalate issues to management when needed

Preferred Skills

• Strong attention to detail and organizational skills
• Excellent customer service and communication skills
• Ability to multitask in a fast-paced environment