Evergreen - Office Assistant - VHC

Med-Metrix; Arlington, Northern (VA, KY); Hybrid; USD 35,000 - 50,000; Full time

Job summary

Med-Metrix in Arlington, VA seeks an Office Assistant to provide essential clerical support, manage mail, scheduling, and document workflow, while maintaining HIPAA compliance and PHI privacy.

You will handle EMR/document tasks, coordinate with staff, and serve as a courteous point of contact for visitors and partners. Proficiency in Microsoft Office and strong communication are required, with on-site work in a professional healthcare environment.

Qualifications

• High school diploma or equivalent required.
• Excellent written and verbal communication skills required.
• Proficiency with Microsoft Office Suite and email/internet.
• Knowledge of healthcare administration is a plus.
• HIPAA privacy standards experience or awareness is required.

Responsibilities

• Receive, sort, and distribute mail and electronic communications to teams.
• Photocopy, scan, upload, and manage documents; enter into EMR or dept platforms.
• Maintain organized electronic and hard copy filing systems.
• Assist with record requests (medical, billing, dept docs).
• Support scheduling, inventory, and logistics; act as a welcoming contact.
• Ensure timely distribution of faxes and info to staff.
• Collaborate with colleagues to support administrative workflows.
• Follow HIPAA and information security policies; limit PHI viewing.

Skills

Interpersonal skills

Written and verbal communication

Email and internet proficiency

Healthcare administration knowledge

HIPAA awareness

Education

High school diploma or equivalent

Tools

EMR systems

Microsoft Office Suite

Job description

Job Purpose

The Office Assistant provides essential administrative and clerical support to ensure the smooth and efficient operation of the department and broader organization. This role supports staff and management by performing a wide range of office tasks, maintaining organized workflows, and contributing to a professional and service‑oriented environment.

Duties & Responsibilities

• Receive, sort, and distribute incoming mail, documents, packages, and electronic communications to appropriate teams or functions
• Perform photocopying, scanning, uploading, and general document management, including entry into EMR systems or department‑specific platforms
• Maintain organized filing systems (electronic and hard copy) in alignment with departmental and organizational standards
• Assist with completing record requests, including medical, billing, or department‑specific documentation
• Support general office operations such as scheduling, supply inventory, and coordinating logistics as needed
• Act as a professional and welcoming point of contact for internal staff, external partners, and visitors
• Ensure timely distribution of faxes, correspondence, and other critical information to the appropriate personnel
• Collaborate with team members across departments to support shared administrative workflows and operational needs
• Other duties as assigned
• Use, protect and disclose patients’ protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards
• Understand and comply with Information Security and HIPAA policies and procedures at all times
• Limit viewing of PHI to the absolute minimum as necessary to perform assigned duties

Qualifications

• High school diploma or equivalent required
• Knowledge of healthcare administration a plus
• Knowledge of EMR systems is a plus
• Proficient in use of email and internet
• Knowledge of administrative systems and procedures
• Proficiency in Microsoft Office Suite
• Strong interpersonal skills, ability to communicate well at all levels of the organization
• Strong problem solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses
• High level of integrity and dependability with a strong sense of urgency and results oriented
• Excellent written and verbal communication skills required
• Gracious and welcoming personality for customer service interaction

Working Conditions

• Ability to work onsite is required
• Must possess a smart-phone or electronic device capable of downloading applications, for multifactor authentication and security purposes
• Physical Demands: While performing the duties of this job, the employee is occasionally required to move around the work area; Sit; perform manual tasks; operate tools and other office equipment such as computer, computer peripherals and telephones; extend arms; kneel; talk and hear
• Mental Demands: The employee must be able to follow directions, collaborate with others, and handle stress
• Work Environment: The noise level in the work environment is usually minimal

Med-Metrix will not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, veteran status, other non-merit based factors, or any other characteristic protected by federal, state or local law.