Medical Assistant

Job Title:

Front Office Medical Assistant (Concierge Patient Coordinator) Position Summary The Front Office Medical Assistant serves as the primary point of contact for patients within a concierge medical practice specializing in hormone replacement therapy (HRT), functional medicine, wellness, and longevity services. This role is responsible for delivering a high-touch, white-glove patient experience while managing scheduling, communications, documentation, insurance/financial workflows, and administrative duties. This individual ensures seamless patient flow, timely communication, and operational efficiency while supporting the clinical team and maintaining the elevated standards of a concierge practice. Experience with Athena, or similar advanced EMR, is strongly recommended for consideration. Key Responsibilities Front Office & Patient Experience Serve as the first point of contact for all patients, delivering a professional, welcoming, and concierge-level experience Manage patient check-in and check-out processes efficiently and accurately Schedule, confirm, and optimize appointments to maximize provider productivity and patient satisfaction Coordinate new patient onboarding, including intake forms, medical records requests, and membership enrollment (if applicable) Maintain a clean, organized, and professional front office environment Verify insurance coverage in Athena (EMR), ensuring accurate documentation of plan details, copays, deductibles, and pre-authorizations Collect copays, deductibles, cash-pay amounts, and past-due balances at the time of service Ensure timely scanning and proper indexing of all paper forms handled within the front office into the EMR Prepare and pre-chart daily patient schedules, ensuring all required intake forms, consents, financial information, and documentation are received, reviewed, and ready for the day's appointments Patient Communication & Coordination Answer and manage incoming phone calls, faxes, text messages, and EMR communications in a timely and professional manner Serve as the primary point of contact for all patient calls, questions, and needs; assess and forward messages and requests via the EMR to the appropriate back-office MA or provider for action Provide clear communication regarding appointments, services, and general inquiries Assist in coordinating follow-ups, recalls, and ongoing patient engagement Ensure all patient inquiries are addressed or properly delegated within established timeframes Scan and upload any patient communications or documents received in paper form into the EMR Scheduling & Practice Flow Management Proactively manage the provider schedule to ensure efficiency and appropriate visit types Confirm appointments and reduce no-shows through consistent patient outreach Identify scheduling gaps and assist in filling openings Prepare daily visit schedules and charts, assuring we have prior records, consents, and financial info are available for the clinical team Scan any paper-based records received in advance and attach to patient charts in EMR Financial Coordination & Administrative Duties Collect payments, copays, deductibles, cash-pay amounts, and past-due balances at time of service Assist patients in understanding pricing, packages, and membership options Verify and document insurance coverage, co-insurance, and patient responsibility prior to appointments Maintain accurate patient demographic and insurance information (if applicable) Support invoicing, receipts, and basic financial tracking as directed Ensure that any financial or consent-related documents received in paper form are scanned and properly stored in the EMR Documentation & Compliance Ensure all required intake forms, consents, and administrative documents are completed prior to patient visits Responsible for timely scanning and proper indexing of all front office documentation into the EMR Support compliance with •HIPAA regulations Assist in maintaining organized and audit-ready patient records Prepares charts and documentation in advance of daily appointments to support clinical workflows Administrative & Operational Support Maintain inventory of front-office supplies and patient-facing materials Assist with daily office opening and closing procedures Support workflow improvements to enhance patient experience and efficiency Participate in team meetings and ongoing process improvements Back Office Support (Cross-Trained Role) Cross-trained to provide back-office support as needed to maintain seamless operations Provide coverage during staff lunches, absences, or high-volume periods Assist with basic clinical support tasks

WHEN NEEDED

within scope, including: Rooming patients and obtaining vitals Assisting with patient flow between rooms Preparing rooms for patient visits Assist in consenting and performing DEXA scans, X-rays, and phlebotomy as needed during coverage Ensure consents are obtained and properly documented prior to treatments when supporting clinical staff Responsible for scanning and properly uploading all paper-based clinical forms handled during coverage periods into the EMR Assist in pre-charting patient visits when covering back-office duties to ensure charts, consents, prior documentation, and financial info are ready for the provider

Job Type:

Full-time Pay:

$18.00 - $24.00 per hour

Benefits:

Paid time off

Work Location:

In person