Clinical Administrative Assistant

Skillcloud HCM; South Portland (ME); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

401K with profit sharing

PTO and paid holidays

South Portland, ME location

Job summary

Chest Medicine Associates in South Portland, Maine is seeking a Clinical Administrative Assistant to provide administrative and clerical support to the clinical team in a pulmonary and sleep medicine practice.

The role requires organizing documents, managing prior authorizations, referrals, and EMR workflows while ensuring privacy and accuracy. On-site work Mon-Fri, 8:15 AM to 4:45 PM, with a collaborative team environment and solid benefits including health, dental, and vision insurance.

Qualifications

• High school diploma or GED required.
• 1 year of administrative experience in a medical office preferred.
• Experience with an EMR and payer, hospital, laboratory, imaging, DME, or vendor portals preferred.
• Familiarity with prior authorizations, referrals, medical records, and medical terminology preferred.
• Proficient with Microsoft Office applications.
• Ability to follow detailed workflows, naming conventions, and privacy requirements.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide day-to-day administrative support to physicians, advanced practice providers, medical assistants, nurses, and clinical leadership.
• Monitor work queues and communications; route items to the appropriate clinical team member.
• Receive, scan, index, upload, download, and distribute documents and reports.
• Ensure documents are linked to the correct patient, encounter, order, or referral in the EMR.
• Prepare, submit, and track prior-authorization requests for medications, tests, procedures, and sleep studies.
• Assist with referral coordination and scheduling tasks.
• Prepare administrative portions of forms and correspondence for clinical review and signature.
• Assist with requests for medical records and privacy-compliant information sharing.
• Communicate with patients, payers, and outside organizations on administrative matters; route clinical questions to licensed staff.
• Assist with scheduling and rescheduling appointments and providing routine preparation instructions.
• Maintain logs, spreadsheets, databases, and tracking tools.

Skills

Administrative experience

EMR experience

Microsoft Office

Attention to detail

Communication skills

On-site work

Prior authorizations

Education

High school diploma or GED

Associate degree in medical office administration/health information (preferred)

Tools

EMR portals

Payer portals

Vendor portals

Job description

Chest Medicine Associates

Clinical Administrative Assistant

South Portland, Maine

Chest Medicine Associates is seeking a Clinical Administrative Assistant to provide administrative and clerical support to the clinical team in a pulmonary and sleep medicine practice. The Clinical Administrative Assistant helps clinical staff manage documents, reports, forms, prior-authorization submissions, referrals, and other workflow tasks in the electronic medical record (EMR) and payer or vendor portals.

Requirements

• High school diploma or G.E.D. equivalent required; associate degree or additional training in medical office administration, health information, or a related field preferred.
• At least 1 year of administrative experience in a medical office, or similar healthcare setting preferred.
• Experience with an EMR and with payer, hospital, laboratory, imaging, DME, or vendor portals strongly preferred.
• Familiarity with prior authorizations, referrals, medical records, insurance terminology, and medical terminology preferred.
• Proficient computer skills, including Microsoft Office applications.
• Ability to follow detailed workflows, naming conventions, documentation standards, and privacy requirements.
• Strong organizational skills and attention to detail, with the ability to recognize discrepancies and maintain accurate tracking systems.
• Professional written and verbal communication skills and the ability to communicate tactfully with patients and internal and external contacts.
• Ability to work onsite in South Portland, Maine M-F 8:15-4:45.

What We Offer

• Health, Dental, Vision Insurance
• Pay in the range of $ 22-24/ hour
• 401K with profit sharing plan
• PTO and paid holidays
• Convenient location in South Portland, Maine
• Collaborative team environment

Responsibilities

• Provide day-to-day administrative support to physicians, advanced practice providers, medical assistants, nurses, and clinical leadership.
• Monitor assigned work queues, and communication channels; route items promptly to the appropriate clinical team member.
• Receive, scan, index, upload, download, and distribute documents and reports.
• Ensure documents are associated with the correct patient, encounter, order, or referral and are labeled consistently in the EMR.
• Prepare, submit, and track prior-authorization requests for medications, diagnostic testing, procedures, sleep studies, and respiratory services.
• Assist with referral coordination.
• Prepare administrative portions of forms and correspondence for clinical review and signature.
• Assist with requests for medical records and continuity-of-care information in accordance with office policy and applicable privacy requirements.
• Communicate with patients, payers, and other outside organizations regarding administrative matters; route clinical questions to appropriately licensed clinical staff.
• Assist with scheduling or rescheduling appointments as needed, including communicating routine preparation instructions approved by the clinical team.
• Maintain logs, spreadsheets, databases, and tracking tools.

For 35 years, Chest Medicine Associates has been serving patients throughout Maine and southern New Hampshire and is devoted to specialty care in Pulmonary, Critical Care and Sleep Medicine.Joining our team as a Medical Assistant offers the opportunity to work in a dynamic healthcare environment where you can make a difference in patients' lives.

Equal Opportunity Employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, familial status, age, physical or mental disability, pregnancy, sexual orientation, gender identity, genetic information, veteran status, or any other characteristic protected by law.