Medical Office Scheduling & Admin Specialist

University Orthopedics; East Providence (RI); On-site; USD 38,000 - 62,000; Full time

Job summary

University Orthopedics is seeking an Administrative Assistant to support physician scheduling and patient coordination at multiple sites. The role emphasizes strong organization, communication, and attention to detail to ensure smooth office operations.

The candidate will handle paperwork, patient questions, referrals, authorizations, and EMR updates while maintaining confidentiality and delivering high-quality patient service.

Qualifications

• High school diploma or equivalent.
• Administrative experience in a medical office preferred.
• Administrative and organizational skills to coordinate patient-care activities.
• Excellent telephone manner and the ability to communicate effectively with patients, co-workers, and other physician offices.
• Excellent computer skills to accurately and efficiently assist in the running of a busy office, including email, scanning and word processing.
• Organizational skills to triage patients appropriately for required testing, visits, surgeries and other encounters.
• Knowledge of MS Office and EMR systems/Practice Management Systems.
• Ability to maintain confidentiality.
• Attention to detail.

Responsibilities

• Ensure that all appropriate paperwork is completed prior to scheduling appointments.
• Communicate all necessary information to patients regarding office appointments.
• Answer and triage patient phone calls.
• Process and complete Workers' Compensation medical affidavits.
• Manage patient complaints and work to resolve issues to ensure patient satisfaction.
• Ensure accuracy of patient registration and scheduling.
• Obtain appropriate authorizations for procedures on the physician’s schedule.
• Scrub the physician schedule 3 days in advance to confirm PCP referrals and obtain referrals for existing patients.
• Establish and maintain effective relations and assist co-workers as needed.
• Review electronic faxes and incoming orders for the office and process requests as needed.
• Responsible for office medical records management and updating historical records to EMR.
• Assist with surgical scheduling and pre/postoperative questions.
• Provide administrative coverage within the division when necessary.
• Additional duties as assigned by the Manager.

Skills

Administrative experience

Organizational skills

Communication with patients

Telephone etiquette

MS Office

EMR systems

Confidentiality

Attention to detail

Education

High school diploma or equivalent

Tools

MS Office

EMR / Practice Management

Job description

University Orthopedics is seeking an Administrative Assistant to support physician scheduling and patient coordination at multiple sites. The role emphasizes strong organization, communication, and attention to detail to ensure smooth office operations.

The candidate will handle paperwork, patient questions, referrals, authorizations, and EMR updates while maintaining confidentiality and delivering high-quality patient service.