Clinical Administrative Assistant

About the role

• Chest Medicine Associates
• Clinical Administrative Assistant
• South Portland, Maine

Chest Medicine Associatesis seeking a Clinical Administrative Assistant to provide administrative and clerical support to the clinical team in a pulmonary and sleep medicine practice. The Clinical Administrative Assistant helps clinical staff manage documents, reports, forms, prior-authorization submissions, referrals, and other workflow tasks in the electronic medical record (EMR) and payer or vendor portals.

Requirements

• High school diploma or G.E.D. equivalent required; associate degree or additional training in medical office administration, health information, or a related field preferred.
• At least 1 year of administrative experience in a medical office, or similar healthcare setting preferred.
• Experience with an EMR and with payer, hospital, laboratory, imaging, DME, or vendor portals strongly preferred.
• Familiarity with prior authorizations, referrals, medical records, insurance terminology, and medical terminology preferred.
• Proficient computer skills, including Microsoft Office applications.
• Ability to follow detailed workflows, naming conventions, documentation standards, and privacy requirements.
• Strong organizational skills and attention to detail, with the ability to recognize discrepancies and maintain accurate tracking systems.
• Professional written and verbal communication skills and the ability to communicate tactfully with patients and internal and external contacts.
• Ability to work onsite in South Portland, Maine M-F 8:15-4:45.

What We Offer

• Health, Dental, Vision Insurance
• Pay in the range of $ 22-24/ hour
• 401K with profit sharing plan
• PTO and paid holidays
• Convenient location in South Portland, Maine
• Collaborative team environment

Responsibilities

• Provide day-to-day administrative support to physicians, advanced practice providers, medical assistants, nurses, and clinical leadership.
• Monitor assigned work queues, and communication channels; route items promptly to the appropriate clinical team member.
• Receive, scan, index, upload, download, and distribute documents and reports.
• Ensure documents are associated with the correct patient, encounter, order, or referral and are labeled consistently in the EMR.
• Prepare, submit, and track prior-authorization requests for medications, diagnostic testing, procedures, sleep studies, and respiratory services.
• Assist with referral coordination.
• Prepare administrative portions of forms and correspondence for clinical review and signature.
• Assist with requests for medical records and continuity-of-care information in accordance with office policy and applicable privacy requirements.
• Communicate with patients, payers, and other outside organizations regarding administrative matters; route clinical questions to appropriately licensed clinical staff.
• Assist with scheduling or rescheduling appointments as needed, including communicating routine preparation instructions approved by the clinical team.
• Maintain logs, spreadsheets, databases, and tracking tools.

Additional information

For 35 years, Chest Medicine Associates has been serving patients throughout Maine and southern New Hampshire and is devoted to specialty care in Pulmonary, Critical Care and Sleep Medicine. Joining our team as a Medical Assistant offers the opportunity to work in a dynamic healthcare environment where you can make a difference in patients' lives.

Skillcloud HCM has been engaged to manage this search. NO PHONE CALLS OR RECRUITERS PLEASE

I certify that the information contained in this application and resume is accurate and complete to the best of my knowledge. I understand that providing false, misleading, or incomplete information may result in the denial of employment or termination of employment if hired.