Medical Administrative Assistant – Customer Service Associate

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Description:

  • Serve as the primary point of contact for patients via phone and email.
  • Schedule, confirm, and reschedule appointments in accordance with clinic protocols.
  • Answer patient inquiries about services, procedures, and general information.
  • Provide friendly, empathetic, and professional communication to every patient interaction.
  • Coordinate with clinical staff to ensure smooth scheduling and workflow.
  • Maintain accurate and updated patient records in the scheduling system.
  • Follow up with patients as needed for reminders, updates, or documentation requests.
  • Assist with administrative tasks and other duties as assigned by clinic management.
  • Act as the schedule monitor in Athenahealth, ensuring all provider schedules are full and accurately maintained.
  • Reschedule patients when providers are absent or unavailable.
  • Fill newly added provider workdays and update appointment availability accordingly.
  • Review schedules to identify and correct booking errors or inappropriate appointments.
  • Make outgoing calls to patients for scheduling, rescheduling, and appointment confirmations.
  • Serve as a backup for the customer service team, assisting with incoming patient calls as needed.
  • Ensure appointment confirmations are completed and accurately logged.
  • Provide administrative assistance to the Assistant Administrator and the Director of Operations.
  • Perform clerical duties including document preparation, filing, data entry, and other project-based assignments.
  • Support internal communications and scheduling for the leadership team.
  • Manage smaller administrative projects to streamline operations.
  • Assist with reporting, tracking, and internal coordination tasks as assigned.

Requirements:

  • 1–3 years of experience in customer service, preferably in a healthcare or clinical setting.
  • Excellent verbal and written communication skills.
  • Strong organizational skills with attention to detail.
  • Proficiency in scheduling systems and office software.
  • Empathetic and patient-centered approach.
  • Ability to multitask and work efficiently in a fast-paced environment.
  • Athenahealth EHR experience is required.
  • 2+ years of experience in a medical administrative, scheduling, or patient services role.
  • Strong organizational and multitasking skills with high attention to detail.
  • Excellent verbal and written communication skills.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace.
  • Professional and empathetic phone etiquette when interacting with patients.
  • Ability to adapt quickly in a fast-paced clinical environment.
  • Strong problem-solving and follow-through skills.

Benefits:

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