Administrative Assistant Jobs

About The Position

Requirements

• Strong attention to detail and accuracy.
• Ability to follow written procedures carefully and consistently.
• Professional written and verbal communication skills.
• Comfort communicating with patients, medical offices, insurance adjusters, and other professional contacts.
• Ability to handle confidential patient information with extreme care and discretion.
• Basic comfort with email, faxing, electronic health records, online portals, and administrative tracking systems.
• Dependability, responsiveness, and good follow-through.
• Ability to ask questions when instructions are unclear or when a situation may involve patient privacy, records release, billing errors, or clinical judgment.
• Ability to work at a computer for administrative tasks.
• Ability to use email, fax systems, online portals, electronic health record systems, spreadsheets, and other tracking tools.
• Reliable internet access if working remotely.
• Ability to make phone calls in a professional and confidential setting, free from noise and distraction.

Nice To Haves

• Prior experience in a healthcare, behavioral health, billing, medical office, or workers’ compensation setting.
• Experience using AdvancedMD or another electronic health record system.
• Familiarity with workers’ compensation claims, medical referrals, authorizations, records requests, or payment posting.
• Experience with patient intake forms, insurance information, superbills, or medical billing workflows.

Responsibilities

• Send progress notes by email or fax to appropriate workers’ compensation stakeholders, which may include insurance adjusters, Authorized Treating Physicians, and nurse case managers.
• Prepare and send requests for additional session authorization to insurance adjusters, copying other appropriate parties when needed.
• Track authorization requests and responses.
• Notify the treating provider when an authorization request is approved, denied, or when the response deadline has passed.
• Upload authorization approvals, denials, and related communications into the patient’s EHR chart so they are accessible to clinicians and administrative staff.
• Follow established templates and procedures for professional communications involving progress notes, authorization requests, and related documentation.
• Contact patients regarding missing forms, missing payment information, superbills, and related administrative needs.
• Review documents and chart files before upcoming workers’ compensation or private-pay intake appointments.
• Check whether required intake materials have been completed, including disclosure forms, questionnaires, telehealth agreements, Notice of Privacy Practices forms, and credit card information.
• Notify clinicians at least one full working day before an intake appointment if required forms or payment information are missing.
• Ask clinicians whether they would like administrative staff to contact the patient with a reminder.
• When requested, contact patients by phone and email to remind them to complete missing forms or payment setup through the patient portal.
• Send intake forms to new workers’ compensation evaluation patients and document the process.
• Receive referral information from clinicians or referral sources and help coordinate the next administrative steps.
• Acknowledge receipt of referrals to referral sources by phone, email, or fax.
• Contact referred patients to schedule evaluation appointments.
• Explain basic appointment logistics to patients, including appointment length, in-person versus telehealth options, and the need to complete patient portal forms.
• Follow up with patients who do not respond within established timeframes.
• Notify the referral source if the patient cannot be reached and an appointment has not yet been scheduled.
• Once an evaluation is scheduled, notify the appropriate stakeholders of the appointment date, time, and whether the appointment will be in person or by telehealth.
• Track receipt of required forms and notify the evaluator if the patient is not ready for the intake appointment.
• Enter new patient demographic and insurance information into EHR.
• Receive and process incoming records requests by email or fax.
• Check with the clinician before acknowledging that a patient is on the practice caseload or before releasing any records.
• Confirm whether there are any restrictions, revoked permissions, authorization concerns, or other issues before records are released.
• Send records only when authorized by the clinician.
• Document in the patient chart when records are sent.
• Post workers’ compensation payments from lockbox into EHR.
• Match payments received in lockbox to charged sessions in EHR.
• Write off amounts that fall below the practice’s established underpayment or nonpayment challenge threshold.
• Flag underpayments and non-payments above the challenge threshold for further review and follow-up.
• Maintain accurate billing notes and payment documentation.
• The Clinical Administrative Assistant is expected to maintain strict confidentiality and comply with all applicable privacy, records, and practice policies. The assistant must not release records, confirm patient involvement in treatment, or communicate protected health information unless authorized under practice procedures and clinician direction.

Benefits

• 401(k) retirement plan with employer match up to 4%