Clinical Support Assistant/Medical Administration

Ubortho; Town of Orchard Park (NY); On-site; USD 19,000 - 21,000; Full time

Job summary

UBMD Orthopaedics & Sports Medicine is seeking a Clinical Support Assistant/Medical Administration to support physicians and staff in a fast-paced healthcare setting in Orchard Park, NY. Location includes multiple office sites with travel between offices as needed.

The role involves patient check-in/out, medical documentation, scheduling, and administrative support while ensuring HIPAA compliance and excellent patient service.

Qualifications

• High School Diploma or GED required.
• Medical Assistant certification or healthcare education is a plus.
• Experience in a physician practice or healthcare setting preferred.
• EMR experience preferred.

Responsibilities

• Welcome, room, and prepare patients for their appointments.
• Complete patient intake, verify medical history, and document information in the EMR.
• Check patients out, explain provider instructions and follow-up plans.
• Prepare work notes, referrals, orders, prescriptions, and other documentation as directed.
• Ensure HIPAA acknowledgments, financial policies, and consent forms are completed.
• Schedule, reschedule, and coordinate patient appointments and follow-ups.
• Answer incoming calls professionally and courteously while providing excellent service.
• Respond to patient inquiries using Medent, Outlook, and Microsoft Teams.

Skills

Customer service

Organizational skills

Time management

Attention to detail

HIPAA compliance

Communication

Problem solving

Professional demeanor

Education

High School Diploma or GED

Medical Assistant certification or healthcare education

Tools

EMR systems

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Clinical Support Assistant/Medical Administration

Full Time Clerical Big Tree Office, Orchard Park, NY, US

Salary Range: $19.00 To $21.00 Annually

Clinical Support Assistant

Join the Team at UBMD Orthopaedics & Sports Medicine

At UBMD Orthopaedics & Sports Medicine, our Clinical Support Assistants are essential members of the patient care team. More than administrative support, they are the connection between our providers, patients, and clinical staff, helping ensure every patient receives exceptional care from check-in to check-out.

We're looking for individuals who thrive in a fast-paced healthcare environment, enjoy multitasking, communicate with compassion and professionalism, and take pride in delivering an outstanding patient experience. If you are organized, proactive, detail-oriented, and enjoy working as part of a collaborative team, we'd love to hear from you.

Position Summary

The Clinical Support Assistant supports physicians and advanced practice providers by performing a combination of clinical and administrative responsibilities that promote efficient office operations and exceptional patient care. This position plays a critical role in maintaining patient flow, preparing medical records, coordinating follow-up care, and ensuring accurate documentation while providing outstanding customer service to every patient.

LOCATIONS

Travel between office locations may be required based on clinical needs.

• 716 Health | 111 North Maplemere Rd., Suite 100, Williamsville, NY 14221
• Summit Healthplex | 6934 Williams Rd., Suite 600, Niagara Falls, NY 14304
• Corporate Office | 4225 Genesee St., Suite 400, Cheektowaga, NY 14225

Primary Responsibilities

Patient Care & Clinical Support

• Welcome, room, and prepare patients for their appointments.
• Complete patient intake, verify medical history, and accurately document information within the electronic medical record.
• Check patients out following their visit, ensuring they understand provider instructions, follow-up appointments, and treatment plans.
• Prepare work notes, referrals, orders, prescriptions, and other documentation as directed by the provider.
• Ensure all required patient documentation, including HIPAA acknowledgments, financial policies, and consent forms, is completed and maintained.
• Schedule, reschedule, and coordinate patient appointments, including follow-up visits, referrals, imaging, therapy, and OrthoCare (Urgent Care) appointments.
• Answer incoming telephone calls professionally and courteously while providing excellent customer service.
• Return voicemail messages promptly and route calls appropriately.
• Respond to patient inquiries and communicate effectively through Medent, Outlook, and Microsoft Teams.

Medical Record Management

• Prepare patient charts prior to appointments by:
  • Entering diagnostic imaging orders
  • Verifying insurance and demographic information
  • Obtaining outside medical records, imaging, and reports
• Manage electronic documents and provider work queues within Medent, including diagnostic imaging, laboratory results, therapy orders, and general clinical documentation.
• Review and distribute daily progress notes to referring and primary care physicians.
• Process disability, FMLA, and other medical forms while accurately tracking documentation and applicable fees.
• Support quality initiatives by ensuring patient outcome measures and required clinical reporting are completed accurately.

Clinical Operations

• Maintain exam rooms and clinical work areas by ensuring supplies are stocked, organized, and readily available.
• Assist with maintaining a clean, safe, and efficient clinical environment.
• Collaborate with physicians, advanced practice providers, athletic trainers, medical assistants, and administrative staff to ensure seamless patient care.
• Perform additional duties as assigned to support the needs of the practice.

Qualifications

Education

• High School Diploma or GED required.
• Medical Assistant certification or healthcare-related education is a plus but not required.

Experience

• One to two years of experience in a physician practice, specialty clinic, hospital, or other healthcare setting preferred.
• Experience with electronic medical records (EMR) systems is preferred.

The Ideal Candidate Will Demonstrate

• Exceptional customer service and interpersonal skills.
• Outstanding organizational and time-management abilities.
• Ability to prioritize multiple responsibilities while maintaining accuracy and attention to detail.
• Critical thinking and problem-solving skills.
• A positive attitude with a willingness to assist wherever needed.
• Ability to remain calm and professional in a fast-paced clinical environment.
• Dependability, accountability, and a strong work ethic.
• Commitment to patient confidentiality and HIPAA compliance.
• Proficiency with Microsoft Office and electronic medical record systems.

Why Join UBMD Orthopaedics & Sports Medicine?

As the largest orthopaedic practice in Western New York, UBMD Orthopaedics & Sports Medicine is committed to providing exceptional patient care while fostering a supportive and collaborative work environment. We value teamwork, professionalism, continuous learning, and employees who take pride in making a positive difference in the lives of our patients every day.