Medical Office Assistant

Job Description

Job Description

­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­Announcement #

2025-316

Issue Date : 10-16-25

Closing Date : 10-29-25

Medical Office Assistant

Public Community Health (PCH)

Department of Tribal Health

Hourly Wage : $24.44 / Regular / Full -Time

The Medical Office Assistant supports the daily operations of a public community health clinic by providing front-desk coverage, patient intake, and administrative support to clinical staff. This role is essential in creating a welcoming and organized environment for patients and families while ensuring accurate documentation and efficient workflow. The MOA is responsible for greeting and checking in patients, verifying insurance and demographic information, scheduling appointments, answering phones, and maintaining electronic health records. They process referrals, medical record requests, and assist with prior authorizations. This position also includes performing medical billing, coding, and insurance verification tasks. As needed and within scope, the MOA may assist with collecting vital signs and preparing patients for visits. They help keep exam rooms and the front office stocked and clean, coordinate patient transportation or follow-up care, and support outreach efforts such as community health events. The Medical Office Assistant must maintain strict confidentiality and follow all safety and infection control protocols, while working respectfully and collaboratively with patients, staff, and vendors from diverse backgrounds.

Examples of Work Performed :

Greets patients in a professional and respectful manner; verifies patient identity and gathers updated contact, insurance, and eligibility information.

Schedules, reschedules, and confirms medical appointments using the Electronic Health Record (EHR) system.

Answers and routes incoming phone calls and provides general clinic information and addresses patient inquiries.

Performs data entry of patient visit details, notes, and billing codes; ensures accuracy and completeness of electronic records.

Processes medical billing, insurance claims, and verify patient coverage for services.

Prepares and processes patient forms, including consent forms, referrals, medical releases, and public health program documentation.

Supports clinic flow by notifying providers when patients arrive and assisting with room turnover.

Maintains front office supply inventory; orders and restocks materials as needed for daily operations.

Assists with coordination of patient transportation, medication pickup, or specialty referrals, especially for vulnerable populations.

Prepares outreach materials and supports public health events, such as health fairs, screening clinics, and vaccination drives.

Maintains strict confidentiality of patient health information and adheres to all HIPAA, tribal, and organizational policies.

Collaborates with other departments, vendors, and local health partners to ensure continuity of care and resource access.

Participates in staff meetings, training sessions, and emergency preparedness drills as required.

Knowledge, Skills and Abilities :

Knowledge of medical terminology, including common diagnoses, procedures, and healthcare abbreviations used in clinical settings.

Knowledge of HIPAA regulations and the importance of maintaining patient confidentiality and handling protected health information (PHI).

Knowledge of medical billing processes, including insurance types (Medicaid, Medicare, private), claims submission, and basic ICD / CPT coding.

Knowledge of appointment scheduling systems and clinic front office workflow.

Knowledge of tribal health systems, Indian Health Service (IHS), and culturally appropriate approaches to care.

Knowledge of office equipment and general software tools, including Microsoft Office and multi-line phone systems.

Knowledge of public health services, community resources, and the referral process for social and supportive services.

Ability to communicate clearly and professionally with patients, staff, vendors, and the public in person and by phone.

Ability to manage multiple tasks in a fast-paced clinic environment while maintaining accuracy and attention to detail.

Ability to follow written and verbal instructions and adhere to clinic policies and procedures.

Ability to respond effectively and calmly to patient concerns or emergencies while demonstrating professionalism.

Ability to work respectfully and collaboratively with individuals from diverse cultural, socioeconomic, and age backgrounds.

Ability to perform basic math functions for billing and insurance processing.

Ability to adapt to changing priorities, patient volumes, or clinic workflows.

Ability to work independently as well as part of a multidisciplinary health care team.

Ability to maintain organized and accurate records, both electronic and paper based.

Ability to participate in outreach events such as community health fairs or vaccination clinics.

Ability to maintain a clean, organized, and welcoming front office and reception area.

Minimum Requirements :

High school diploma or equivalent.

Must have a Medical Office Assistant Certification from the National Healthcareer Association (NHA) or the National

Center for Competency Testing (NCCT).

Minimum of two years of experience working as a Medical Office Assistant in a clinical setting.

Must demonstrate knowledge of medical billing and coding procedures, including accurate use of CPT and ICD-10, and HCPCS codes.

Must have experience verifying patient insurance eligibility for Medicaid, Medicare, and private insurance plans.

Must be able to assist patients with insurance enrollment or re-enrollment.

Must be proficient in entering billing and insurance information into electronic health record (EHR) systems.

Must maintain strict confidentiality and adhere to all HIPAA regulations.

Required to pass a pre-employment background check.

Required to pass a pre-employment drug test.

Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.

Preferred Requirements :

Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.