Medical Administrative Assistant

Brians House Incorporated; Exton (PA); On-site; USD 38,000 - 54,000; Full time

Job summary

Brian’s House is seeking a Medical Administrative Assistant to provide critical clerical support to the Nursing department and clinic. You will assemble and file medical records, schedule appointments, and ensure data is accurately entered into the EHR. The role requires careful handling of patient information and coordination with pharmacies and physicians.

The position emphasizes confidentiality, timely communication, and accurate documentation to support licensure and daily clinic operations.

Qualifications

• High School Diploma or equivalent required; college training preferred.
• Proficient typist (≥50 wpm) and strong computer skills.
• Familiarity with business office procedures and computerized systems.

Responsibilities

• Provide administrative and clerical support for the Nursing department.
• Assemble, file, and retrieve medical records to ensure completeness.
• Schedule patient appointments and follow-ups; confirm and remind via email/phone.
• Enter and verify information in the Electronic Health System; prepare encounters.
• Room patients, document vital signs, and assist provider with visits.
• Communicate with pharmacies and physician offices; handle referrals and authorizations.
• Maintain patient confidentiality per HIPAA guidelines.

Skills

Computer skills

Database

Report writing

Communication skills

Typing 50 wpm

HIPAA knowledge

Managed care

Education

High School Diploma or equivalent

Some college or post-secondary medical training

Tools

Carelogic

EHR

Job description

Under the supervision of the Nurse Manager, the Medical Administrative Assistant is responsible for providing administrative and clerical support for the Nursing department and ensures completeness of all medical records through assembling, filing, retrieving medical records pertaining to our residents.DUTIES AND RESPONSIBILITIES:Copying and dispensing medical records.Entering information into computer database such as resident’s medical history, pharmacy order, resident is allergies, appointment sheets and documentation.Copying, organizing and filing paperwork into resident’s medical charts.Assist in requests for labs, diagnostic testing, refills from ordering physician, and office notes.Ensure accurate client information and completeness of files.Answer telephone inquiries and relay information to respective person.Sort incoming mail and distribute as necessary.Assist in reviewing medical information sheets for accuracy and compliance in preparation for state licensing.Assist in tracking of health care requirements in follow-up as well as 6400 regulations requirements.Devising new admission and annually updating resident Life Time Medical histories.Assistance in preparing the monthly cycle fill of medicationsPreparation of paperwork for specified appointments.Interfacing with pharmacies and physician’s officesMaintain confidentiality in accordance to Brian’s House confidentiality policy and HIPPA.Perform all other duties as assigned.MEDICAL ADMINISTRATIVE ASSISTANT RESPONSIBILITIES WHEN PROVIDING SUPPORT IN THE CLINICUnder the supervision of the Clinic Provider(s) and Lead Medical Administrative Assistant, the Medical Administrative Assistant is responsible for providing clinical and clerical support for the RL Health at Brian’s House Medical Clinic. This person will be responsible to provide assistance and coverage as needed in the clinic for the following:Coordinate provider schedule for consultation and collaboration with Brian’s House teamSchedule patient appointments, follow-ups and procedures in a timely manner.Send appointment confirmation and remainders via email and or call or text including rescheduling as needed.Initiate checking patients in, verify that all information is correct, and starting encounters in the Electronic Health System in a courteous and professional manner.Thoroughly complete patient check out in the Electronic Health System and provide information regarding follow-up if needed.Rooming patients and prepare them for visit and provide necessary information such as reason for visit to the healthcare provider.Taking vital signs using the electronic vital sign monitor, documenting and providing the information to the provider care team.Retrieving patients file both physical and or electronic and forwarding it to the health care provider and ensuring that necessary documentation is included.Monitor correspondence/emails from Brian’s House team and assist in responding as guided by the Provider.Distributing office notes, psych forms and test requests/lab slips to program supervisors, program nurse and program/residential director via email or into program mailboxes.Completing, submitting, and following up on referrals, prior authorizations and precertification’s as needed.Monitoring inventory levels, ordering medical and office supplies and ensuring the clinic is well stocked for daily operations.Preparing examination rooms between appointments to maintain a clean, disinfected environment.Accurately entering the medication name, dosage and administrative directions in the Carelogic system to assist the provider with refill requests as needed.Providing staff that accompany patient to appointment with the copies of pertinent forms such as psych forms, lab slips, test requests and other pertinent documentation as needed.Emailing psych forms to program directors and nurse indicating whether there has been a med change and bringing attention to the next Psych appointment date.Perform lab tests, vaccinations/immunizations, EKGs, etc. as needed.Required to follow HIPPA guidelines and clinic guidelines and protocols maintain patient privacy and security.Performing all other duties as assigned.Required Knowledge, Skill and AbilityDemonstrated computer skills including database and report writing.Experience with managed care/case management preferred.Excellent communication skills, both written and verbalAbility to interpret medical information.Background Requirement & QualificationHigh School Diploma or equivalent required. Some college or post-secondary medical school training preferred.Familiarity with business office procedures and computer–based systems is essential as well as the ability to type a minimum of 50 wpm.Good oral and written communication skills necessary.