Medical Administrative Assistant Job Description Template

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Medical Administrative Assistant Job Description Template

What is a Medical Administrative Assistant?

Medical administrative assistants are responsible for managing patient records, scheduling appointments, handling billing and insurance claims, and providing customer service. They ensure the smooth operation of healthcare facilities by coordinating between patients, medical staff, and insurance companies.

A high school diploma or equivalent is typically required for medical administrative assistants. Additional certification in medical office administration or related fields is often preferred.

Medical Administrative Assistant Job Description Template

Job Brief

We are looking for a Medical administrative assistant to organize our medical facility’s functions. You will support day-to-day operations by performing administrative tasks and ensuring high quality customer service for our patients.

As a Medical administrative assistant, you will perform various tasks on a daily basis. So, you should be able to multitask and prioritize. We also expect you to handle sensitive information confidentially. If you are able to combine exceptional communication skills with an ability to perform ‘behind the scenes’ tasks, we would like to meet you.

Ultimately, you should be able to ensure our medical facility’s smooth operation by accurately completing administrative tasks in a timely manner.


  • Interview patients for case histories prior to appointments
  • Update and maintain patients’ health records
  • Assist patients with initial paperwork
  • Schedule and coordinate appointments
  • Process insurance claims in compliance with law requirements
  • Use medical software to support all transactions
  • Manage receivable and payable accounts and maintain financial records
  • Answer patients’ queries and ensure quality customer service
  • Collaborate with doctors and nurses to help with medical examinations, schedule tests and order supplies
  • Ensure compliance with procedures
  • Keep up-to-date with changes in medical and insurance legislation


  • Proven work experience as a Medical administrative assistant
  • Hands on experience with medical software and MS Office
  • Knowledge of healthcare operations
  • Familiarity with medical and insurance legislation
  • Excellent organizational and multitasking skills
  • Customer-oriented communication skills
  • High school diploma; certification in medical administration is a plus

What does Medical Administrative Assistant do?

A Medical Administrative Assistant performs various tasks on a daily basis. Some of their responsibilities include:

  1. Scheduling appointments: They handle phone calls and emails from patients to schedule appointments, consultations, and follow-up visits. They also manage the physician's calendar to ensure efficient scheduling.

  2. Patient registration: They collect and verify patients' personal and insurance information, update their records, and create or update their electronic health records (EHR).

  3. Insurance verification: They contact insurance providers to verify patients' coverage and obtain pre-authorization for necessary procedures. They also assist patients in understanding their insurance benefits and billing processes.

  4. Medical billing and coding: They review and process patients' medical invoices, ensuring accuracy and compliance with coding standards. They may also prepare insurance claims and assist with billing inquiries and disputes.

  5. Maintaining office supplies and inventory: They order and monitor the inventory of medical and office supplies, ensuring that necessary items are stocked and readily available.

  6. Managing medical records: They organize and maintain patients' medical records in a secure manner, following privacy and confidentiality guidelines. They may also assist in transferring medical records between healthcare providers.

  7. Providing administrative support: They assist in managing correspondence, handling incoming and outgoing mails, and coordinating meetings and conferences. They also perform general office tasks, such as filing documents, managing expenses, and maintaining office equipment.

  8. Assisting physicians and other healthcare professionals: They may support physicians and other staff members in tasks like preparing examination rooms, taking patients' vital signs, and assisting with basic medical procedures.

  9. Patient communication: They respond to patient inquiries, provide directions or instructions, and offer general information about the medical practice. They may also relay messages between patients and healthcare providers.

  10. Adhering to legal and ethical requirements: They ensure compliance with healthcare regulations, policies, and procedures, including patient privacy laws (such as HIPAA) and medical ethics guidelines.

These are just some of the daily tasks that a Medical Administrative Assistant may typically handle. The specific responsibilities may vary depending on the size and type of medical practice.

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