Medical Administrative Assistant - Mon Primary Care

Job Summary

The Medical Administrative Assistant provides comprehensive administrative and operational support to ensure efficient behind-the-scenes clinic operations. This role serves as a key liaison across departments, supporting scheduling, communication, and workflow coordination. The MAA allows our front-line registration and clinical staff to focus on direct patient care while the MAA manages administrative processes and operational tasks.

Responsibilities

Registration and Non-Clinical Support

Manages incoming phone calls, messages, and general inquiries


May support incoming and outgoing referrals

Coordinates scheduling and rescheduling, including appointments and procedures

Completes and tracks paperwork (FMLA, disability forms, records request)

Maintains and manages fax queues, email communications, and document workflows

Orders, tracks, and maintains office and clinical supplies

Sorts and distributes mail and deliveries

Ensures timely completion and organization of all administrative tasks

Provides coverage for registration functions when needed

Greets and assists patients and visitors in a professional and courteous manner

Collects, verifies, and updates demographic and insurance information


Ensures required forms, consents, and documentation are completed and updated

Responsible for initiation and completion of prior authorizations, including submission, follow up and documentation

Productivity

Meets established productivity and performance standards for the position and department.


Effectively prioritizes and manages multiple tasks in a fast-paced clinical environment.


Completes assignments in accordance with clinic protocols and timelines.


Demonstrates flexibility and embraces new processes and technologies to improve efficiency and patient flow.

Understanding & Adaptability

Takes responsibility for understanding job duties, performance expectations, and standards of care.


Maintains open communication with clinic manager or supervisor to ensure clarity regarding responsibilities and performance measures.


Seeks guidance and clarification when needed.


Demonstrates adaptability and willingness to support evolving operational needs.


Flexibility and willingness to work across multiple clinic locations as needed.


Communication

Demonstrates strong interpersonal and professional communication skills to maintain positive working relationships with patients, providers, and staff.


Communicates clearly and concisely in both written and verbal formats.


Exhibits professionalism, discretion, and compassion in all patient and team interactions.


Serves as a liaison between administrative, clinical, and external teams to support coordination and ensure smooth operations.


Maintains confidentiality and handles sensitive information appropriately

Knowledge, Skills & Abilities

Other Information

May provide limited support to clinical staff (e.g., chaperoning or assisting with non-clinical tasks) based on departmental needs

Travel may be required.


Performs other duties as assigned to support clinic operations and patient care.

Competencies and Skills

Strong organizational and multitasking skills

Excellent communication and interpersonal skills

Proficiency in basic computer systems and office software

Ability to work independently and collaboratively in a fast-paced environment

Experience

Prior experience in customer service preferred

Two (2) years of experience in ambulatory or outpatient registration preferred


Prior experience using an electronic medical record and answering multi-phone lines preferred

Working Conditions

Medium Work: Exerting up to 50 pounds occasionally, up to 20 pounds frequently, and up to 10 pounds constantly. Requires frequent sitting, standing and walking.

Education
• High School Diploma or GED (Required)


Credentials
• Basic Life Support (Required) Most be obtained during probationary periodMost be obtained during probationary period

Work Schedule: Days

Status: Full Time Regular 1.0

Location: Westover Clinic

Location of Job: WV:Morgantown:Mon Medical Center

Talent Acquisition Specialist: Christina L. Anderson View email address on click.appcast.io