Medical Office Assistant

Damian Family Care Centers, Inc.; New York (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

Damian Family Care Centers, Inc. is seeking a dedicated Medical Office Assistant to support clinical operations. You will handle patient check-in/out, scheduling, records management, and insurance processing.

The role requires meticulous record-keeping and compliance with HIPAA regulations. The position emphasizes teamwork with medical staff, attention to detail, and effective communication with patients across diverse backgrounds.

Qualifications

• High school diploma or equivalent.
• Proven experience in a medical office or healthcare administrative role.
• Familiarity with electronic health record (EHR) systems and medical office software.
• Strong understanding of medical terminology and healthcare procedures.
• Excellent communication and organizational skills.

Responsibilities

• Greet and assist patients upon arrival, managing check-in and check-out procedures efficiently.
• Schedule and confirm patient appointments using electronic health record (EHR) systems.
• Maintain and update patient medical records accurately, ensuring confidentiality and compliance with HIPAA regulations.
• Process insurance claims, verify patient insurance information, and assist with billing and payment collection.
• Coordinate communication between patients, healthcare providers, and external agencies to facilitate seamless care delivery.
• Prepare and manage correspondence, medical reports, and other documentation as required by clinical staff.
• Manage office supplies and equipment to ensure the medical office operates without interruption.
• Assist with basic clinical tasks such as taking patient vitals or preparing examination rooms, as needed.

Skills

Communication

Organizational

HIPAA compliance

Medical terminology

Multilingual abilities

Education

High school diploma or equivalent

Associate degree in healthcare administration or related field

Medical Office Assistant certification

Tools

EHR systems

Medical office software

Billing software

Job description

At Damian Family Care Centers, we believe quality care should be accessible, coordinated, and centered around the needs of every patient. Our organization provides high-quality healthcare services that support individuals and families throughout life's many stages. Through primary care, specialty services, behavioral health services, dental care, and wellness programs, we create a connected healthcare experience designed to improve health outcomes and quality of life.

Every day, our team is committed to expanding access to care, supporting healthier lives, and helping patients navigate their care needs with confidence.

At Damian Family Care Centers, we believe quality care should be accessible, coordinated, and centered around the needs of every patient. Our organization provides high-quality healthcare services that support individuals and families throughout life's many stages. Through primary care, specialty services, behavioral health services, dental care, and wellness programs, we create a connected healthcare experience designed to improve health outcomes and quality of life.

Every day, our team is committed to expanding access to care, supporting healthier lives, and helping patients navigate their care needs with confidence.

OUR MISSION

Damian Family Care Centers is committed to improving health outcomes and overall wellness through accessible, affordable, and patient-centered healthcare. We believe quality care extends beyond treating illness. It includes preventive services, coordinated support, health education, and meaningful partnerships that help individuals and families connect with the care and resources they need.

By bringing together medical, dental, behavioral health, specialty, and support services, we create a more connected experience that helps patients access the care they need. Every day, our team is committed to expanding access to care, supporting healthier lives, and helping patients navigate their care needs with confidence.

OUR JOURNEY

Founded in 1996 as Samaritan Health Services and becoming its own separate entity in 1999 as Project Samaritan Health Services, which then became a federally qualified health center in 2003. In 2006, in honor of Father Damian Pitcaithly, the health center was renamed Damian Family Care Centers.

Damian Family Care Centers was founded on the belief that everyone should have access to quality care, regardless of circumstances. As the healthcare needs of the communities we serve continued to grow and evolve, so did our organization. Over time, it became clear that access to comprehensive, affordable care was essential not only for individuals in recovery, but also for families and community members seeking preventive, primary, specialty, dental, and behavioral health services.

This evolution helped shape Damian Family Care Centers into the organization it is today, an independent community health center dedicated to providing coordinated, patient-centered care that improves health outcomes and supports long-term wellness.

Today, Damian Family Care Centers serves individuals and families across our communities through a broad range of healthcare services designed to make quality care more accessible, connected, and responsive to the needs of those we serve.

While healthcare continues to evolve, our commitment remains the same: helping individuals and families access the care, resources, and support they need to live healthier lives.

About the Role:

The Medical Office Assistant plays a critical role in ensuring the smooth and efficient operation of healthcare facilities by providing comprehensive administrative and clinical support. This position serves as the first point of contact for patients, managing appointment scheduling, patient records, and communication between patients and healthcare providers. The role requires meticulous attention to detail to accurately handle medical documentation, billing processes, and insurance claims, thereby supporting the financial and operational health of the practice. Additionally, the Medical Office Assistant collaborates closely with medical staff to facilitate patient care, ensuring that all administrative tasks are completed promptly and in compliance with healthcare regulations. Ultimately, this role contributes significantly to enhancing patient experience and supporting the delivery of high-quality healthcare services.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience in a medical office or healthcare administrative role.
• Familiarity with electronic health record (EHR) systems and medical office software.
• Strong understanding of medical terminology and healthcare procedures.
• Excellent communication and organizational skills.

Preferred Qualifications:

• Certification as a Medical Office Assistant (e.g., CMAA) or related credential.
• Experience with medical billing and coding.
• Knowledge of insurance claim processing and healthcare reimbursement procedures.
• Proficiency in additional languages to support diverse patient populations.
• Associate degree or higher in healthcare administration or related field.

Responsibilities:

• Greet and assist patients upon arrival, managing check-in and check-out procedures efficiently.
• Schedule and confirm patient appointments using electronic health record (EHR) systems.
• Maintain and update patient medical records accurately, ensuring confidentiality and compliance with HIPAA regulations.
• Process insurance claims, verify patient insurance information, and assist with billing and payment collection.
• Coordinate communication between patients, healthcare providers, and external agencies to facilitate seamless care delivery.
• Prepare and manage correspondence, medical reports, and other documentation as required by clinical staff.
• Manage office supplies and equipment to ensure the medical office operates without interruption.
• Assist with basic clinical tasks such as taking patient vitals or preparing examination rooms, as needed.

Skills:

The required skills enable the Medical Office Assistant to efficiently manage patient interactions, ensuring clear and compassionate communication that enhances patient satisfaction. Proficiency with EHR systems and medical software is essential for accurate record-keeping and appointment scheduling, which supports clinical staff and optimizes office workflow. Knowledge of medical terminology and billing processes allows the assistant to handle insurance claims and financial documentation with precision, reducing errors and delays. Organizational skills are critical for managing multiple tasks simultaneously, from coordinating schedules to maintaining supplies, ensuring the office operates smoothly. Preferred skills such as certification and multilingual abilities further enhance the assistant's capability to provide high-quality support in a diverse and dynamic healthcare environment.