Medical Administrative Clerk (MAC)

CommUnityCare; Austin (TX); On-site; USD 30,000 - 40,000; Full time

Job summary

CommUnityCare in Austin, Texas, is looking for a Front Office Administrative Assistant to serve as the first point of contact for patients. The role includes managing appointments, collecting co-payments, and maintaining patient confidentiality in accordance with HIPAA guidelines. Candidates should have at least a High School Diploma and a minimum of one year of administrative experience in a healthcare setting. Strong communication and problem-solving skills are essential. This position involves a commitment to exceptional customer service.

Qualifications

• Minimum one year of experience in an administrative role.
• Excellent verbal and written communication skills.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Open and manage front office operations.
• Schedule and assist patients with appointments.
• Collect co-payments and ensure patient documentation is accurate.
• Maintain confidentiality and adhere to HIPAA guidelines.

Skills

Exceptional customer service

Verbal and written communication

Proficient in Microsoft Office

Knowledge of healthcare office concepts

Effective problem-solving techniques

Education

High School Diploma or Equivalent

Tools

i2i

Tableau

Patient Portal

Job description

Overview

Responsible for being the first point of contact for patients, staff, and guests presenting at the clinic, and performing all the administrative tasks associated with patient check in.

Responsibilities

DUTIES AND RESPONSIBILITIES:

• Responsible for opening front office and all duties associated with this function.
• Welcome, greet, and assist patients in a courteous and professional manner.
• As directed, schedule patient appointments accurately and efficiently utilizing the computer system.
• Answer all incoming telephone calls and provide information as necessary or route the calls as needed.
• Register all patients by accurately entering the patient demographic and insurance information in the electronic medical system.
• Verify and ensure completeness of patient registration documentation. Verify and enter patient data into the electronic medical system.
• Review and verify patient coverage of insurance information using online resources.
• Explain payment options, including sliding scale fees, Medicare, Medicaid, and other forms of payment assistance.
• Collects deposits or co‑payments/deductibles prior to the patient being seen by the provider per company policies.
• Responsible for closing and/or end of day processes, including but not limited to, daily posting of collected monies into the electronic medical system and balancing the drawer for end of day deposit.
• Utilize the numerous software systems in the clinic, including but not limited to, i2i, Tableau, Vital Interactions, Patient Portal, check in kiosks, etc.
• As directed, responsible for running Vital Interaction reports and following‑up on appointments needing to be confirmed and no shows.
• Work closely with the nursing, provider, medical assistant, and extended care teams to ensure smooth patient flow and reduce cycle time.
• Works with clinical care team to assist with closing gaps in care by helping to notify patients of services due.
• Work with HIM department to accurately scan medical documents into the EMR system.
• Notify appropriate personnel of emergencies, messages, patient arrivals, etc.
• Accurately document and communicate patient concerns to the site triad leadership team.
• Ability to work assigned hours, and as needed outside regularly scheduled hours including weekends.
• Participates in appropriate meetings and trainings, as well as adheres to all company policies and procedures.
• Maintains confidentiality of all patient, clinical, and company information and data. Adheres to HIPAA guidelines.
• Performs all duties in an ethical manner consistent with the I Promise statement.
• Perform other job‑related duties as assigned.

KNOWLEDGE/SKILLS/ABILTIIES:

• Knowledge of Healthcare office concepts, practices, policies, and procedures; Insurance verification procedures; Microsoft Office Applications (Word, Excel, Outlook); HIPAA and Joint Commission guidelines and regulations
• Skilled in Providing exceptional customer service; Verbal and written communications, including telephone and email etiquette and documentation; Working independently in a fast‑paced, multi‑task clinical environment, as well as part of a team; Effective problem solving techniques
• Ability to Work in a self‑directed, organized manner; Multitask while maintaining a strong attention to detail and accuracy; Present information in a consistent, organized, and accurate manner; Demonstrate flexibility and ingenuity in response to change; Develop and maintain effective working relationships across the organization at various levels, as well as with external customers; Maintain confidentiality

Qualifications

MINIMUM EDUCATION: High School Diploma or Equivalent

MINIMUM EXPERIENCE: At least one year of demonstrated experience in an administrative position.