Job Overview

We are seeking a highly organized and client-focused Medical Administrative Assistant to support the daily operations of a private concierge medical practice and medical aesthetics clinic. This role is essential in delivering a seamless, high-touch patient experience while ensuring efficient administrative, billing, and operational processes.

As the first point of contact for patients, you will play a key role in creating a welcoming, professional, and discreet environment. You will manage front-office operations, coordinate appointments, support medical billing and insurance activities, and maintain accurate patient and inventory records. This position requires the ability to balance administrative precision with exceptional client service, particularly in a setting where patient experience and attention to detail are paramount.

The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced, patient-centric environment. Experience in both medical administration and aesthetic services is highly valued, along with a strong understanding of billing processes, patient confidentiality, and inventory coordination. You should be confident handling sensitive information, communicating with professionalism and empathy, and contributing to a polished and elevated service standard.

Key Responsibilities

Administrative & Front Office

• Greet and check in patients; manage scheduling, appointments, and waitlists
• Answer phones, respond to patient inquiries, and route calls appropriately
• Maintain accurate and up-to-date patient records (EHR/EMR systems)
• Prepare and process patient intake forms, referrals, and authorizations

Billing & Insurance

• Process medical billing, coding (ICD-10/CPT), and claims submissions
• Verify patient insurance eligibility and benefits prior to appointments
• Follow up on denied or unpaid claims and resolve billing discrepancies
• Collect copays, process payments, and manage payment plans

Inventory Management

• Track, order, and restock medical and office supplies
• Maintain accurate inventory records and conduct regular audits
• Coordinate with vendors for pricing, deliveries, and returns
• Flag low-stock or expiring items to clinical staff promptly
• Client Relations
• Build and maintain positive, professional relationships with patients
• Handle patient concerns or complaints with discretion and empathy
• Follow up with patients regarding appointments, test results, and balances
• Ensure a welcoming and efficient experience from check-in to check-out

Required Qualifications

• 2?5 years of experience in a medical administrative or healthcare office role
• Proficiency with EHR/EMR software (e.g., Epic, Telus, Athenahealth, eClinicalWorks, or similar)
• Solid understanding of medical billing, coding (ICD-10/CPT), and insurance processes
• Experience managing or tracking supply/medical inventory
• Strong written and verbal communication skills
• Ability to handle confidential patient information in compliance with HIPAA
• Excellent organizational and multitasking abilities in a fast-paced environment

Preferred Qualifications

• Certification: Medical Administrative Assistant (CMAA), Medical Billing & Coding (CPC), or equivalent
• Experience with QuickBooks or similar for basic financial tracking
• Knowledge of prior authorization and referral processes

Pay: From $60,000.00 per year

Benefits:

• Company events
• Dental care
• On-site parking
• Paid time off
• Vision care

Work Location: In person