The Medical Administrative Assistant provides comprehensive administrative and operational support to ensure efficient behind-the-scenes clinic operations. This role serves as a key liaison across departments, supporting scheduling, communication, and workflow coordination. The MAA allows our front-line registration and clinical staff to focus on direct patient care while the MAA manages administrative processes and operational tasks.

Registration and Non-Clinical Support

Manages incoming phone calls, messages, and general inquiries

May support incoming and outgoing referrals

Coordinates scheduling and rescheduling, including appointments and procedures

Completes and tracks paperwork (FMLA, disability forms, records request)

Maintains and manages fax queues, email communications, and document workflows

Orders, tracks, and maintains office and clinical supplies

Sorts and distributes mail and deliveries

Ensures timely completion and organization of all administrative tasks

Provides coverage for registration functions when needed

Greets and assists patients and visitors in a professional and courteous manner

Collects, verifies, and updates demographic and insurance information 

Ensures required forms, consents, and documentation are completed and updated

Responsible for initiation and completion of prior authorizations, including submission, follow up and documentation

Productivity

Meets established productivity and performance standards for the position and department.

Effectively prioritizes and manages multiple tasks in a fast-paced clinical environment.

Completes assignments in accordance with clinic protocols and timelines.

Demonstrates flexibility and embraces new processes and technologies to improve efficiency and patient flow.

Understanding & Adaptability

Takes responsibility for understanding job duties, performance expectations, and standards of care.

Maintains open communication with clinic manager or supervisor to ensure clarity regarding responsibilities and performance measures.

Seeks guidance and clarification when needed.

Demonstrates adaptability and willingness to support evolving operational needs.

Flexibility and willingness to work across multiple clinic locations as needed.

Communication

Demonstrates strong interpersonal and professional communication skills to maintain positive working relationships with patients, providers, and staff.

Communicates clearly and concisely in both written and verbal formats.

Exhibits professionalism, discretion, and compassion in all patient and team interactions.

Serves as a liaison between administrative, clinical, and external teams to support coordination and ensure smooth operations.

Maintains confidentiality and handles sensitive information appropriately

Other Information

May provide limited support to clinical staff (e.g., chaperoning or assisting with non-clinical tasks) based on departmental needs

Travel may be required.

Performs other duties as assigned to support clinic operations and patient care.