Office Assistant – Medical Doctors VIP (MDVIP)

Columbia Medical Practice•Columbia, MD

About The Position

The Office Assistant for the MDVIP practice plays a critical role in delivering exceptional, concierge-level patient service. This position serves as the first point of contact for MDVIP patients and supports the provider and clinical team by ensuring smooth daily operations, personalized patient interactions, and efficient administrative workflows. A high level of professionalism, discretion, and attention to detail is essential.

Requirements

High school diploma or equivalent required
Minimum of 1 year of medical front desk or office experience preferred
Experience in a concierge or MDVIP-style practice strongly preferred
Proficiency with electronic medical records (AthenaOne preferred)
Strong computer skills, including Microsoft Outlook and basic office software
Exceptional customer service and communication skills
Professional demeanor with a calm, courteous, and patient-focused approach
Strong organizational and multitasking abilities
Attention to detail and accuracy
Ability to work independently and as part of a team
Discretion and professionalism when handling sensitive information
Ability to sit, stand, and move throughout the office during the workday

Nice To Haves

Experience in a concierge or MDVIP-style practice strongly preferred
Proficiency with electronic medical records (AthenaOne preferred)

Responsibilities

Greet MDVIP patients warmly and professionally, providing a high-touch, personalized experience
Manage patient check-in and check-out processes efficiently
Answer incoming calls promptly and professionally, addressing patient needs or routing calls appropriately
Schedule, reschedule, and confirm appointments in AthenaOne following MDVIP protocols
Maintain patient flow and ensure minimal wait times
Verify and update patient demographic and insurance information as needed
Collect copays, balances, and process payments accurately
Maintain patient charts and ensure documentation is complete and organized
Scan, upload, and index documents into the electronic medical record
Assist with forms, referrals, and coordination of patient services
Support MDVIP providers with daily scheduling needs and administrative requests
Communicate patient concerns or urgent needs to the clinical team promptly
Assist with coordination of testing, follow-ups, and external services as directed
Ensure provider schedules and templates are followed accurately
Maintain strict HIPAA compliance and patient confidentiality at all times
Follow CMP and MDVIP policies, procedures, and standards of conduct
Ensure front desk and office areas remain clean, organized, and professional