Medical Office Assistant (MOA)Position Summary
We are seeking a highly organized, compassionate, and detail-oriented Medical Office Assistant (MOA) to join our multidisciplinary specialty pain clinic team. The MOA serves as the first point of contact for patients and plays a critical role in ensuring efficient clinic operations, exceptional patient experiences, and effective communication between patients, healthcare providers, and external stakeholders.
Key Responsibilities
Patient Reception and Scheduling
- Greet patients and visitors in a professional and courteous manner.
- Register new patients and update demographic and insurance information.
- Schedule, confirm, reschedule, and cancel patient appointments.
- Manage provider schedules and optimize clinic flow.
- Coordinate follow-up appointments, diagnostic testing, and specialist referrals.
Administrative Support
- Answer and direct incoming telephone calls, emails, and electronic inquiries.
- Maintain accurate electronic medical records (EMR).
- Process incoming and outgoing correspondence, including referrals, consultation reports, and medical documentation.
- Scan, file, and organize patient records in accordance with privacy regulations.
- Prepare patient charts and documentation for clinic visits.
Referral and Care Coordination
- Receive, review, and process referrals from physicians and healthcare providers.
- Coordinate communication with referring physicians, pharmacies, imaging facilities, hospitals, and other healthcare organizations.
- Track referral status and ensure timely patient follow-up.
- Assist with obtaining required medical records and diagnostic reports.
- Process patient payments and maintain accurate financial records.
Patient Support
- Provide compassionate assistance to patients experiencing acute or chronic pain.
- Respond to patient inquiries regarding appointments, clinic procedures, and treatment processes.
- Maintain patient confidentiality and compliance with applicable privacy legislation.
- Address patient concerns professionally and escalate issues when appropriate.
Clinic Operations
- Support physicians and clinical staff with administrative tasks.
- Assist in maintaining a clean, organized, and efficient reception and administrative area.
- Participate in quality improvement initiatives and clinic projects as assigned.
Qualifications Required
- Completion of a Medical Office Assistant, Medical Administration, or related healthcare administration program.
- Minimum 1–2 years of medical office experience, preferably in a specialty clinic environment.
- Proficiency with electronic medical record (EMR) systems and Microsoft Office applications.
- Excellent verbal and written communication skills.
- Strong organizational, multitasking, and time-management abilities.
- Ability to work effectively in a fast-paced healthcare environment.
- Demonstrated professionalism, empathy, and patient-centered approach.
Preferred
- Experience in pain management, physiatry, anesthesiology, neurology, orthopedics, or other specialty medical clinics.
- Knowledge of medical terminology and referral management processes.
Skills and Competencies
- Exceptional customer service and interpersonal skills.
- Attention to detail and accuracy.
- Strong problem-solving and critical-thinking abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Ability to work independently and collaboratively within a multidisciplinary team.
Working Conditions
- Fast-paced outpatient specialty clinic environment.
- Frequent interaction with patients experiencing chronic pain and complex medical conditions.
- Extended periods of sitting, computer work, and telephone communication.
Reports To
Clinic Manager and/or Medical Director
Job Type
Full-Time / Part-Time
Pay: $20.00-$24.00 per hour
Benefits:
Work Location: In person
