Position Summary:

The Medical Administrative Assistant supports the medical and clinical teams at Morningstar Children & Family Services by managing medical records, coordinating appointments, maintaining documentation, and ensuring efficient daily office operations. This role plays a critical part in supporting the health and well-being of the children we serve by maintaining accurate medical documentation, facilitating communication with internal staff, external providers, and families, and providing administrative support to ensure regulatory compliance.

Education & Experience:

• High School Diploma or equivalent required; post-secondary education or certification in medical office administration preferred.
• Prior experience in medical office administration, preferably in pediatric, residential, behavioral health, or child welfare settings.

Working knowledge of medical terminology, HIPAA, and regulatory documentation requirements. Strong organizational skills with attention to detail and the ability to manage multiple priorities. Excellent interpersonal, verbal, and written communication skills. Proficient in Microsoft Office and general office technology. Ability to handle confidential information with professionalism and discretion.

Mental Requirements:

• Oral and Written Comprehension and Expression
• The ability to convey information and ideas clearly in English. The ability to listen and understand information and ideas through spoken word and sentences.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful situations and maintain composure and objectivity under pressure.

Work Style:

• Self-Control
• job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Attention to Detail
• job requires being careful about detail and thorough in completing tasks.
• Cooperation
• job requires being pleasant with others on the job and displaying good-natured, cooperative attitude.
• Dependability
• job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Independence
• job requires developing one's own ways of doing things, guiding oneself with little or no supervision and depending on oneself to get things done.

General Functions:

• Approach all encounters with residents, employees, and volunteers in a friendly, service-oriented manner.
• Maintain regular attendance, as required by scheduling which will vary according to the needs of the organization.
• Maintain high standards of personal appearance and grooming when working.
• Always comply with Morningstar Children and Family Services standards and regulations to encourage safe and efficient operations.
• Maintain complete knowledge of and comply with all departmental policies, procedures and standards.

Essential Functions:

• Maintain accurate and up-to-date medical records for all residents in accordance with HIPAA, licensing, and accreditation standards.
• Ensure timely filing and organization of physician orders, treatment notes, medication logs, immunization records, health screenings, and other related documentation.
• Schedule medical, dental, therapy, and specialty appointments for residents as directed.

Provide appointment notifications to staff and residential leadership, ensuring transportation and supervision are coordinated. Maintain a centralized appointment calendar and track upcoming and follow-up appointments. Confirm appointment attendance and document outcomes as needed. Serve as a contact for external healthcare providers, therapy partners, pharmacies, and diagnostic facilities. Coordinate the exchange of medical information between the residential cottages, case management, and external providers. Support internal communication between medical, clinical, and residential departments to ensure continuity of care. Maintain inventory of medical office supplies, forms, and equipment; order supplies as needed and monitor stock levels. Coordinate with vendors and suppliers for timely delivery of medical supplies and equipment. Process incoming emails and correspondence related to medical care. Prepare and distribute reports, logs, and other required documentation to support medical and regulatory needs. Maintain compliance with licensing standards, accreditation audits, and internal quality reviews. Assist the medical department with other administrative tasks as assigned. Participate in ongoing training related to HIPAA, infection control, licensing standards, and medical office procedures. Provide administrative assistance in Mental Health Provide cottage support as needed.

• Other duties as required
• Attend all required meetings
• Continuing Training as needed/required All Morningstar Children & Family Services employees are special safety and security agents, and whenever possible, are to report or correct any safety or security deficiencies.

They are to be constantly on the alert for any unsafe or unsecured areas which may threaten the wellbeing of the residents and employees or the maintenance and security of the organization and react accordingly.

Pay:

From $21.00 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person