Clinical Administrative Assistant
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 position supports clinical staff with documents, reports, forms, prior-authorization submissions, referrals, and other workflow tasks in the electronic medical record (EMR) and payer or vendor portals. The role works 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 posting describes a collaborative team environment.
Requirements
- High school diploma or G.E.D. equivalent required.
- 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 1 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 promptly route items to the appropriate clinical team member.
- Receive, scan, index, upload, download, and distribute documents and reports.
- Ensure documents are associated with the correct patient, encounter, order, or referral and are labeled 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 requests for medical records and continuity-of-care information in accordance with office policy and applicable privacy requirements.
- Communicate with patients, payers, and outside organizations regarding 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.
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- 401(k) with profit sharing plan
- PTO
- Paid holidays
- Convenient location in South Portland, Maine
- Collaborative team environment
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
