Clinical Administrative Assistant

Skillcloud HCM•South Portland, ME

9d•Onsite

About The Position

Chest Medicine Associates is seeking a Clinical Administrative Assistant to provide administrative and clerical support to the clinical team in a pulmonary and sleep medicine practice. The role supports physicians, advanced practice providers, medical assistants, nurses, and clinical leadership by managing documents, reports, forms, prior-authorization submissions, referrals, and other workflow tasks in the electronic medical record (EMR) and payer or vendor portals. The position is onsite in South Portland, Maine, Monday through Friday, 8:15 a.m. to 4:45 p.m. Chest Medicine Associates has served patients throughout Maine and southern New Hampshire for 35 years and provides specialty care in Pulmonary, Critical Care, and Sleep Medicine. The organization describes its environment as collaborative.

Requirements

High school diploma or G.E.D. equivalent.
Proficient computer skills, including Microsoft Office applications.
Ability to follow detailed workflows, naming conventions, documentation standards, and privacy requirements.
Strong organizational skills and attention to detail, including the ability to recognize discrepancies and maintain accurate tracking systems.
Professional written and verbal communication skills and the ability to communicate tactfully with patients and internal and external contacts.
Ability to work onsite in South Portland, Maine, Monday through Friday, 8:15 a.m. to 4:45 p.m.

Nice To Haves

Associate degree or additional training in medical office administration, health information, or a related field.
At least one year of administrative experience in a medical office or similar healthcare setting.
Experience with an EMR and payer, hospital, laboratory, imaging, DME, or vendor portals.
Familiarity with prior authorizations, referrals, medical records, insurance terminology, and medical terminology.

Responsibilities

Provide day-to-day administrative support to physicians, advanced practice providers, medical assistants, nurses, and clinical leadership.
Monitor assigned work queues and communication channels, and route items promptly to the appropriate clinical team member.
Receive, scan, index, upload, download, and distribute documents and reports.
Associate documents with the correct patient, encounter, order, or referral and label them consistently in the EMR.
Prepare, submit, and track prior-authorization requests for medications, diagnostic testing, procedures, sleep studies, and respiratory services.
Assist with referral coordination.
Prepare administrative portions of forms and correspondence for clinical review and signature.
Assist with medical-record and continuity-of-care information requests in accordance with office policy and applicable privacy requirements.
Communicate with patients, payers, and outside organizations about administrative matters, and route clinical questions to appropriately licensed clinical staff.
Assist with scheduling or rescheduling appointments as needed, including communicating routine preparation instructions approved by the clinical team.
Maintain logs, spreadsheets, databases, and tracking tools.