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Medical Office Assistant

Company: Acadia Healthcare
Location: Saint Louis
Posted on: May 26, 2023

Job Description:


  • Competitive salary

  • Medical, dental and vision insurance

  • Acadia healthcare 401 (k) plan

    Physician Support

    • Provides administrative support to the Physicians, by scheduling patient appointments, pulling patient records, updating/filing patient records, and gathering all pertinent information such as patient laboratory results

    • Prepares and coordinates all physicians' communication, including phone calls, emails and correspondence. Process and maintain outpatient files and records. Acts in a confidential capacity handling external and internal inquiries from the public, employees, & departments

    • Conserves the physicians' time by reading, researching, and routing correspondence; drafting letters, documents, spreadsheets, and presentations collecting and analyzing information; initiating telecommunications

    • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting documents, spreadsheets, and databases

    • Compassionately handles all patient, and staff communication, maintains open communication, and ensures appropriate feedback to in a timely fashion

    • Schedules Physician meetings with patient families, and maintains communication between the Physicians, the treatment team, staff and patient family members

    • Routing dictations for review, signatures and to chart

    • Other duties as assigned by Physicians and Supervisor

      Outpatient Support

      • Answer incoming calls, take messages, and route calls appropriately.

      • Follow up with all inquiries regarding new patients. Accurately fill out patient intake forms on all new patient calls.

      • Handle and direct all crisis phone calls to the mental health staff for additional assistance.

      • Accurately describe and market all WWP services.

      • Maintain referral and call spreadsheet.

      • Greet patients and family members. Ensure all paperwork is complete and the clinicians are alerted that their patient has arrived.

      • Organize charts for outpatient visits, file appropriate medical records


        • Set appointments for each clinician using appointment scheduler. Contact patients the day before their appointment to confirm.

        • Verifies patients benefits by contacting their insurance company or using online verification tools

        • Enter patient demographics, insurance information, and pertinent information into software.

        • Collect co-pays and self pays from patients at the time of the appointment. Run credit cards as needed.

        • Explain all payment and insurance policies to patients.

        • Obtain prior authorization and precertification from insurance companies on all new and existing patients.

        • Prepare new patient charts prior to appointments. Prepare charts with the appropriate paperwork for each clinician for each visit the day before.

        • Prepare correspondence/memos for all staff.

        • Keep copies of all paperwork on hand and file charts alphabetically.

        • Provide support coverage during staff leaves.


          • Obtain prior authorization for medication, visits and other medical services.

          • Follow-up on all medication refills and call in prescriptions for doctors to pharmacies.

          • Obtain and order labs for patients.

          • Coordinate with other providers.

          • Assist physicians with coordination of UA and EKG.

          • Chart weight, height, vitals, etc.

          • Maintain journals/logs/files consistent with state guidelines.

          • Participate in training and facilities operations' committees as appointed.

          • Ordering medical supplies.

            Other Duties

            • File all paperwork.

            • Keep an orderly, clean, and efficient workspace.

            • Coordinate with and assist Registered Nurse and Physicians with patient care.


              • Problem Solving: Novice

              • Computer - Excel: Novice

              • Computer - Word: Novice

              • Attention to Detail: Novice

              • Communication: Novice


                • Team Player: Works well as a member of a group

                • Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

                • Dedicated: Devoted to a task or purpose with loyalty or integrity

                  Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
                  The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Acadia Healthcare, St. Louis , Medical Office Assistant, Administration, Clerical , Saint Louis, Missouri

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