Job Title

We are seeking a highly organized and proactive Medical Administrative Assistant to support a busy physician in their clinic. This role is ideal for someone who enjoys running an office efficiently, staying extremely organized, and providing a high level of support to both patients and the physician. This is a hands-on role where you will manage the day-to-day administrative operations of the clinic, maintain patient records, coordinate documentation, and support the physician with collecting documentation for research and independent medical assessments. We are looking for someone who is a true go-getter, someone who can streamline processes, keep information organized, and ensure nothing falls through the cracks. Key Responsibilities Office & Administrative Management Manage the daily administrative operations of the clinic Maintain highly organized patient charts and medical records Generate and prepare patient charts and documentation for clinic visits Respond to emails and administrative inquiries in a timely manner Organize and file documents, forms, and patient records accurately Ensure confidential information is handled with strict discretion Patient Coordination Communicate with patients in a professional and compassionate manner Coordinate appointments, follow-ups, and documentation requests Respond to patient inquiries and ensure clear communication Maintain a welcoming and supportive environment for patients Medical Documentation & Reporting Prepare documentation related to Independent Medical Examinations (IMEs) Assist with completing and organizing medical forms and reports Utilize voice recognition or dictation software where applicable Ensure medical records and reports are completed and submitted on time Billing & Financial Administration Manage billing and invoicing processes Reconcile billings and invoices Track deadlines related to IME submissions and third-party reporting Coordinate with organizations such as WorkSafe and Medicare regarding claims and documentation Research & Data Management Support the physician on administrative components of research initiatives Assist with organizing and submitting data to national research databases Maintain accurate records for research-related patient participation Qualifications Experience in medical administration or healthcare administration preferred Strong typing and administrative skills Exceptional organizational skills and attention to detail Ability to manage confidential medical information Excellent communication and patient service skills Experience working with medical billing or insurance systems is an asset Familiarity with voice recognition or dictation technology is an asset Comfortable managing multiple tasks and deadlines You are someone who: Is extremely organized and detail oriented Takes initiative and solves problems independently Is comfortable managing an office environment Enjoys working directly with patients and healthcare professionals Can streamline processes and improve administrative systems Is reliable, responsive, and proactive If you are a highly organized administrative professional who enjoys supporting patient care and keeping operations running smoothly, we would love to hear from you.