Medical Office Assistant

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Job Title: Medical Office Assistant

Department: Student Health & Wellness

Division: Academic Affairs

FLSA Status: Non-Exempt

Grade: 3

Hourly Range: $17.58 - $21.48

Union: SEIU Local 500

Work Schedule: Full-Time, 30 hours a week / Academic year, 10 months

Reports to: Director, Student Health Center

General purpose: Provide administrative and clinical support for the Student Health Center by serving as the primary point of contact for students seeking medical services. Under general supervision, is responsible for patient registration, appointment scheduling, insurance verification, medical record documentation, general administrative services, and assisting healthcare providers with basic clinical procedures in accordance with established clinical protocol, applicable regulations, policies, and procedures.

Summary of Essential Functions: The Student Health Center offers comprehensive primary and preventative medical care to all students, including medication management, STD testing, referral and specialty care, and pharmacy services; provides outreach programs and consultation services as well as alcohol and other drug education. This position supports the efficient operation of the clinic through a combination of medical reception, patient services, and clinical assistance while maintaining exceptional customer service and patient confidentiality.

Essential Duties & Responsibilities:

• Perform patient check-in, verify insurance, collect and input patient demographics, and collect patient co-payments
• Register patients, verify insurance eligibility, update demographic information, and collect applicable payments.
• Schedule, confirm, and coordinate appointments while managing provider calendars.
• Answer and route telephone calls, respond to routine inquiries, and relay clinical messages appropriately.
• Maintain accurate electronic medical records while safeguarding confidential patient information in accordance with HIPAA and institutional policies.
• Prepare patients for examination by obtaining patient medical history, obtaining vital signs, documenting patient allergies, and collecting and performing point-of-care lab testing.
• Assist healthcare providers during examinations and procedures, including serving as a chaperone during medical examinations and procedures when needed.
• Provides instructions and assistance to patients regarding the scheduling of outpatient diagnostic tests, procedures, and appointments with outpatient healthcare providers.
• Performs data entry of lab studies, radiographic tests, and authorization requests in compliance with physician, PA, or nurse directives.
• Participates in outreach clinical activities and educational programming as required.
• Coordinates referrals, diagnostic testing, speciality appointments, and follow-up care.
• Provides patients with instructions regarding testing, referrals, medications, and appointments.
• Participate in campus wellness initiatives, outreach programs, health education events, and prevention programming.
• Maintain examination rooms, supplies, and equipment to support a clean, safe, and compliant clinical environment.
• Assist with inventory management and routine office administrative duties.
• Support quality improvement initiatives and maintain compliance with departmental procedures and regulatory standards.
• Perform other duties as assigned.

Knowledge, Skills and Abilities

Knowledge

• Medical office procedures and healthcare customer service.
• Medical terminology.
• Electronic health records and medical documentation.
• HIPAA regulations and patient privacy requirements.
• Infection prevention and standard precautions.

Skills

• Patient registration and scheduling.
• Insurance verification.
• Accurate data entry and documentation.
• Time management and organization.
• Effective verbal and written communication.

Abilities

• Deliver compassionate, student-centered customer service.
• Prioritize multiple tasks in a fast-paced clinical environment.
• Maintain confidentiality and professionalism.
• Work independently while collaborating effectively with healthcare providers.
• Adapt to changing priorities and operational needs.
• Foster an inclusive environment that values diversity, equity, belonging, and respect.

Minimum Qualifications:

• High school diploma or GED
• One (1) year of customer service experience
• Experience with patient registration, appointment scheduling, and insurance verification.
• Experience using Electronic Medical Record (EMR/EHR) systems.
• Working knowledge of HIPAA privacy and confidentiality requirements.
• Basic computer proficiency, including Microsoft Office or similar applications.

Preferred Qualifications:

• Medical reception experience or prior experience working in a private medical practice, college health center, primary care, or ambulatory care.setting
• Experience obtaining vital signs and performing patient intake.
• Experience performing point-of-care laboratory testing.

Reporting to this position: None

Conditions of Employment:

• Satisfactory background check

Physical demands and work environment:

• Physical Demands: While performing the duties of the job, the employee is occasionally required to stand, walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. (may be adjusted depending on position)
• Work environment: While performing the duties of the job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate to high.
• Required training: Exhibitions Department Installation Guide and Policy handbook, MICA Handbook orientation, Anti-Harassment, Hazard Communication, Emergency Plans & Fire Prevention, Personal Protection Equipment. (additional training may be added, SEE: EHS Manager training schedule)

Maryland Institute College of Art is committed to its policy of providing equal opportunity regardless of race, color, creed, national origin, religion, gender, sexual orientation, marital status, age, disability, or veteran status (disabled, Vietnam-era, or otherwise). Furthermore, the College does not tolerate any form of sex discrimination, including sexual harassment or sexual violence. This policy applies to all programs, facilities, and activities provided by Maryland Institute College of Art, including but not limited to admission, educational programs, and employment.

Applicants must apply online for each job in which they are interested. You will not be considered for any job for which you have not specifically applied. We do not accept applications via email, U.S. mail, or fax. Successful candidates for any staff or faculty positions will be subject to a pre-employment background check.

MICA provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application and hiring process, please contact Human Resources at 410-225-2363.