Medical administrative assistant job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical administrative assistant in details. A complete job description concludes Medical administrative assistant key duties/responsibilities, Medical administrative assistant job qualifications (knowledge, education, skills, abilities, experience…KSA model) and other ones such as daily tasks, key activities, key/core competencies, job functions/purpose…

I. List of Medical administrative assistant duties:

1. Triage Phone Calls

-       Refering Physician calls; Any available MD calls

-       Hospital & ER calls

-       Established patient incoming calls

2. Surgery Scheduling
3. Billing
4. Complete test order forms per provider request & forward to Patient Advocate for scheduling.
5. Forward provider CME's to Administrative Secretary for documentation.
6. Process provider Mail.
7. Maintain provider calendar
8. Manage administrative business, expenses, vitae, presentations, travel, meetings, etc. for providers.
9. Back-up to other Medical Administrative Assistants.
10. Position to cover all patient, physician and facility calls designated to that team of providers during business hours. At least one medical administrative assistant must be available for the GC providers and to take calls at all times during normal business hours.
11. At least one medical administrative assistant must be available to cover the designated physician team at all times during normal business hours.

II. List of Medical administrative assistant qualifications

1.        Proven experience and ability to provide administrative support.

2.        Experience with scheduling, arranging, and coordinating of office appointments

3.        Strong analytical, problemsolving, and organizational skills.

4.        Ability to work with little supervision, to provide feedback, and manage time to meet deadlines when assigned a task

5.        Ability to adjust shifting priorities and work under short deadlines

6.        Strong verbal communication skills.

7.        Strong interpersonal skills, including using tact, diplomacy and discretion when communicating with staff and patients.

8.        Demonstrated ability to keep accurate, orderly files and records

9.        Demonstrated experience using office software tools (eg. Microsoft Word, Excel and, Outlook).
Strong experience using email and email tools

III. Tips to write job description

1. Too-long job description:

Looking at a too-long job description can frighten the candidates off and drive the away. A job description, no matter how important the job is, should not be included in more than 3 pages. If one focuses on too many things at a time, he shall definitely lose focus on the main items and get overwhelmed by the remaining; So, keep it concisely.

2. Too-short job description:

While too-long can be a problem, too-short is more a problem. It will ruin the meaning of the job description. A too-short one means it lacks necessary details and therefore, the candidate will not be able to understand while reading it.

3. Listing unnecessary functions or job duties:

Just classifying these into the “others” category will save you a lot of effort and space. On the other hand, the job description will become more dilute and easy to be neglected.

4. Key functions

Not listing key functions as required for the job can be a fatal mistake to a job description.

5. Grammar and spelling

Poor grammar and having spelling errors can ruin the job description, too. Never think that as you are the employer, you may have the right to make grammar or spelling errors while requires other not to. A job description with such errors is easily to be mistaken as a fake or ghost ads; as a result, the candidate will turn away from it.

6. Not specific enough:

Be specific and concise; if you don’t address the specific, then what the job description is for. It is for the candidate to understand just exactly what he needs to do or needs to have. Lacking details can confuse the candidates very well.

7. Not having the job description reviewed by others:

This is also a common mistake. One may be subject to bias, but more than one, especially with the help of those external advisor, the job description can be more perfect.

8. Using buzzwords or abbreviations:

In fact, it is not necessary at all to use such in a job description.

9. Using slang or legal words:

Just use common wording to communicate with others and don’t do anything extraordinarily.

10. Not updating the job description:

The same job may require different duties and responsibilities in different times, so, you cannot use the same job description for 2 different times.