Lead Medical Office Assistant- Family Med Marion

Deaconess Health System • Marion, IL

5d

About The Position

Join Our Team as a Lead Medical Office Assistant (Lead MOA), Help Lead Exceptional Patient Experiences! Are you an experienced Medical Office Assistant who enjoys supporting a team, improving workflows, and creating outstanding patient experiences? We are looking for a Lead Medical Office Assistant (Lead MOA) to serve as a key resource within our clinic team and help ensure patients receive compassionate, efficient, and high-quality service at every interaction. The Lead MOA plays an important role in supporting daily clinic operations, promoting teamwork, and helping team members stay connected to processes and expectations. This position combines hands-on patient support with opportunities to assist with workflow coordination, scheduling processes, and operational excellence. Position Overview The Lead Medical Office Assistant provides positive, patient-focused services in the medical office setting while supporting patients, families, visitors, physicians, and team members. This role helps ensure a seamless patient experience by assisting with registration, appointment coordination, check-in/check-out processes, payments, documentation, and administrative operations. The Lead MOA serves as a knowledgeable resource for the team and helps maintain efficient workflows while supporting the Practice Manager’s direction and priorities.

Requirements

• High School Diploma or General Education Degree (GED) required
• Minimum of three years of relevant clerical and computer experience required
• Strong communication skills with the ability to interact professionally with patients, families, physicians, and coworkers
• Excellent customer service skills and a patient-centered approach
• Ability to maintain confidentiality and handle sensitive information appropriately
• Strong organizational skills with attention to detail and accuracy
• Ability to problem-solve, identify opportunities for improvement, and communicate concerns appropriately
• Ability to perform basic mathematical calculations related to payments and account balances
• Proficiency with computer systems and ability to learn and utilize electronic health record systems effectively

Nice To Haves

• Experience in a physician office or clinic setting preferred

Responsibilities

• Welcome patients with a warm, professional approach and create a positive first impression
• Provide exceptional customer service to patients, families, visitors, and healthcare providers
• Maintain patient confidentiality and follow HIPAA, OSHA, HFAP, and organizational guidelines
• Register new and established patients, ensuring demographic, insurance, and required documentation is accurate and complete
• Schedule and reschedule appointments according to office guidelines
• Support patient check-in and check-out processes, including collecting payments, posting charges, issuing receipts, and updating accounts
• Assist with billing-related processes by ensuring accurate documentation and appropriate posting of procedures and payments
• Answer phones, take detailed messages, and direct questions to the appropriate team members
• Document cancellations and no-shows within the electronic health record system
• Prepare physician schedules, encounter forms, patient routers, and daily workflow materials
• Monitor the patient waiting area to ensure a welcoming and organized environment
• Assist with reports, deposits, supplies, records requests, and other front-office operations
• Support a culture of teamwork, accountability, and excellent patient service
• Serve as a resource and support for Medical Office Assistants in the assigned area
• Keep team members informed of process updates and scheduling changes
• Assist with work assignments and projects as directed by the Practice Manager
• Support development and monitoring of MOA schedules as directed
• Assist with physician schedule/calendar management
• Support EPIC physician schedule template updates and changes
• Assist with supply ordering and office operational needs
• Enter work orders and coordinate maintenance requests as needed
• Support assigned financial and operational reports
• Assist with patient communication during unexpected office closures per established procedures

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED