Office Administrator, Medical Scribe

Modena Allergy + Asthma•Alhambra, CA

1d•Onsite

About The Position

Modena Health (“MH”) and Modena Allergy & Asthma ("MAA") are leading and rapidly growing medical practices specializing in allergy, asthma, and immunology care, with clinics across Southern California and Arizona—and ambitious plans for national expansion. We are physician-led, hospitality-focused, and technology-enabled, committed to transforming allergy care while advancing clinical research and expanding access to cutting-edge medicine. Known for our high standard of excellence, we provide compassionate, patient-centered care for both pediatric and adult patients. Our model combines hospitality-driven service with innovative technology solutions that streamline operations, improve clinical outcomes, and enhance the experience for both patients and providers. At Modena, we aim to hire great people, treat them well, and help them find meaning and purpose in our mission. Our dedicated team values collaboration, positivity, and growth while striving to improve lives through expert diagnosis, treatment, and research. We are looking for high-energy, kind, and collaborative individuals eager to grow personally and professionally while making a meaningful impact in the lives of others. We are seeking a highly skilled and dedicated Office Administrator/Medical Scribe to join our team. You will play a crucial role in providing support to the Providers in the Alhambra and Hacienda Heights Office in managing medical documentation by summarizing their interactions with their patients. Your main responsibilities will include supporting patient visits through documentation and recording, filling out paperwork, summaries and referral letters after a visit and entering data into medical records. This position requires excellent interpersonal skills, a strong attention to detail, and the ability to multitask in a fast-paced medical environment. Great opportunity for pre-med students looking to gain experience in private medical practice. This role is non-exempt (hourly) and 8am-5pm on Monday, Tuesday, Wednesday, Thursday.

Requirements

High school diploma or equivalent.
Minimum of one year of relevant experience.
Excellent computer literacy and typing abilities.
Proficient in using EHR systems and medical software.
Excellent organizational, communication, and multitasking skills.
Ability to manage time effectively in a fast-paced environment.
Strong attention to detail.
Commitment to maintaining patient confidentiality and adhering to HIPAA regulations.
Punctual and prepared for all shifts and work responsibilities.

Nice To Haves

Certification or training in medical assisting (CMA, RMA, or similar) preferred.
BLS (Basic Life Support) certification preferred or willingness to obtain.
Completion of a medical terminology course or one year of experience using medical terminology in a clinical setting preferred.
Students pursuing careers in healthcare (medicine, nursing, PA, healthcare administration, etc.)
College-level education in health or medical-related fields
Advanced medical terminology knowledge
Fluency in a foreign language (Spanish preferred)
Advanced typing and computer proficiency
Willingness to commit to two or more years of availability

Responsibilities

Greet and prepare patients for examination, ensuring comfort and collecting relevant health information for visits.
Assist with physical exams and provider instructions.
Maintain accurate and confidential patient records in accordance with HIPAA regulations.
Assist with patient education on treatment plans, prescriptions, and overall health management.
Schedule appointments, handle patient inquiries, and manage insurance documentation.
Accurately document patient encounters during office visits.
Record patient history, exam findings, diagnoses, treatment plans, and provider instructions in real-time.
Use correct medical terminology, abbreviations, and codes for documentation.
Help manage EHR and ensure all provider notes are completed and signed in a timely manner.
Assist in maintaining efficient, organized workflow in the exam room.
Collaborate with providers and clinical staff to support seamless documentation.
May assist with completing prior authorizations.
Welcome patients and visitors, manage check-in/check-out processes, and collect co-pays.
Verify insurance, schedule appointments and follow-ups, and submit prior authorization requests.
Answer phone calls, route messages, and respond to inquiries.
Maintain organized front desk and ensure HIPAA-compliant record-keeping.
Assist in emergency situations by alerting clinical staff appropriately.
Additional duties as assigned.