Medical Appointment Assistant - Bronx

Saint Dominic's Family Services; New York (NY); On-site; USD 35,000 - 40,000; Full time

Job summary

Saint Dominic's Family Services in the Bronx seeks a Medical Appointment Assistant to provide administrative and logistical support to the Nursing Department and Residential Services. You will help schedule medical appointments, coordinate transportation, maintain records, and gather documentation across sites.

Working under Nursing, you will communicate with healthcare providers, families, and staff, ensuring timely follow-up and accurate EMR documentation.

Qualifications

• High School Diploma or equivalent required.
• Associate’s degree in Human Services, Healthcare, or related field preferred.
• Experience in healthcare scheduling or medical office administration preferred.
• Experience with individuals with developmental disabilities or residential services preferred.

Responsibilities

• Assist Nursing with scheduling and coordinating medical, dental, specialty, and other healthcare appointments.
• Maintain an accurate and current schedule of upcoming medical appointments.
• Coordinate transportation for medical appointments.
• Prepare and organize information and documentation needed for appointments.
• Obtain medical records, appointment summaries, test results, and provider recommendations.
• Track referrals, diagnostic testing, and follow-up as directed by Nursing.
• Communicate appointment changes and cancellations to Nursing and residential staff.
• Maintain appointment-related documentation in the EMR and tracking systems.
• Maintain confidentiality of all medical and personal information.

Skills

Organizational skills

Communication skills

Multitasking

Problem-solving

Cultural sensitivity

Education

High School Diploma or equivalent

Associate’s degree in Human Services/Healthcare

Tools

Microsoft Office

EMR systems

Job description

Saint Dominic's Family Services is an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans).

To read more about this, view the EEO is the Law poster.

Medical Appointment Assistant - Bronx

Full Time/Part Time Full Time Total Hours Per Week 35 From Salary 35,000 To Salary 40,000

Job Summary:

The Medical Appointment Assistant provides administrative and logistical support to the Nursing Department and Residential Services in coordinating medical care and appointments for individuals. Under the direction of Nursing, the Medical Appointment Assistant assists with scheduling appointments, coordinating transportation, maintaining appointment records, obtaining medical documentation, and following up on routine appointment-related matters. The position works collaboratively with Nursing, residential management, healthcare providers, families/guardians, and other members of the individual's care team. This position is assigned to Residential Services and will be scheduled to work at different residential sites throughout the week.

Duties & Responsibilities

• Assist Nursing with scheduling and coordinating medical, dental, specialty, and other healthcare appointments.
• Maintain an accurate and current schedule of upcoming medical appointments.
• Confirm appointments with healthcare providers and communicate appointment information to Nursing and appropriate residential staff.
• Assist with coordinating transportation for medical appointments.
• Prepare and organize information and documentation needed for appointments, as directed by Nursing.
• Assist Nursing with obtaining medical records, appointment summaries, test results, provider recommendations, and other medical documentation.
• Track referrals, diagnostic testing, specialist appointments, and required follow-up under the direction of Nursing.
• Follow up with healthcare providers regarding outstanding appointment documentation, test results, referrals, or other information requested by Nursing.
• Assist Nursing with scheduling required follow-up appointments based on provider recommendations.
• Communicate appointment changes, cancellations, and rescheduled appointments to Nursing and appropriate residential staff.
• Assist with coordinating telehealth appointments and ensuring the residence has the necessary appointment information and technology.
• Maintain accurate appointment-related documentation in the assigned Electronic Medical Record (EMR) and other agency-approved tracking systems, as directed by Nursing.
• Assist Nursing with maintaining appointment tracking systems, tickler systems, and other related records.
• Notify Nursing and appropriate management staff of missed appointments, scheduling concerns, or barriers that may affect an individual's access to medical care.
• Assist Nursing with obtaining and organizing documentation required for medical appointments, hospital visits, specialist consultations, and follow-up care.
• Maintain confidentiality of all medical and personal information in accordance with agency policies and applicable laws and regulations.
• Communicate professionally and effectively with medical offices, hospitals, healthcare providers, residential staff, families/guardians, and Care Managers.
• Escort individuals to medical, dental, specialty, and other healthcare appointments, as assigned by Nursing or management.
• Perform other duties as assigned by Nursing or management.
• Other related duties as assigned.

Education & Experience

• High School Diploma or equivalent required; Associate’s degree in Human Services, Healthcare, or related field preferred.
• A valid, non-restricted driver’s license required.
• Previous experience in healthcare, residential services, medical scheduling, medical office administration, or a related field preferred.
• Experience working with individuals with developmental disabilities or other populations receiving residential services preferred
• Knowledge of medical appointment processes and healthcare documentation practices a plus.
• Flexibility to work at different Residential Services locations and adjust to changing program needs is an essential requirement of the position.

Knowledge, Skills & Abilities

• Strong organizational skills and attention to detail.
• Ability to prioritize, multitask, and manage travel between sites effectively
• Ability to work collaboratively at multiple sites with nursing staff, individuals, and families.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to use electronic medical records (EMR) and agency-approved electronic systems for scheduling, documentation, and maintaining medical appointment information.
• Excellent communication and problem-solving abilities.
• Ability to interact and complete assignments in a manner sensitive to the service population’s cultural and socioeconomic characteristics.

Physical Requirements

• Regularly required to stand, walk, sit, and drive for extended periods of time.
• Must be able to respond quickly in emergency situations and provide physical assistance if necessary
• Prolonged periods of sitting at a desk and working on a computer.
• May be required to lift up to 25 pounds or more.