This post provides detailed information on the medical administrative assistant job description and career, including the key duties, tasks, and responsibilities they commonly perform, as well as templates employers can use.
It presents ideas on how to become a medical administrative assistant and advance your career.
It also highlights the major requirements you may be expected to fulfill to be hired for the medical administrative assistant role, as well as the salary for the position.
What Does a Medical Administrative Assistant Do?
Medical administrative assistants play an integral role in the efficient delivery of healthcare services.
The medical administrative assistant job description entails transcribing treatment notes, updating medical histories, and processing of insurance forms.
Duties performed by medical administrative assistant can be categorized as core or primary roles and supplementary duties.
According to reports at O*Net Online on the medical administrative assistant occupation, some of the most important primary duties that medical administrative assistants commonly perform include answering telephones and routing calls to the right staff.
Others are scheduling and confirming diagnostic appointments, surgeries, or medical consultations of patients, and completing claim forms, such as insurance.
The important supplementary roles usually carried out by medical administrative assistants include transcribing recorded messages, practitioners’ diagnoses, and recommendations into patients’ medical records.
See detailed list of medical administrative assistant primary and supplementary tasks, with their importance (the higher the number, the more important the task is) in the table below:
Medical Administrative Assistant Tasks
| Tasks | Category | Importance |
|---|---|---|
| Take telephone calls and route to the right personnel. | Primary | 91 |
| Make and confirm patientsā€™ appointments for diagnosis, surgery, or medical consultation. | Primary | 88 |
| Complete claim forms, including insurance. | Primary | 88 |
| Welcome visitors, ask for purpose of visit, and direct them to the right staff. | Primary | 87 |
| Transmit medical records or correspondence using fax, mail, and e-mail. | Primary | 87 |
| Maintain technical library, medical records, or correspondence files. | Primary | 87 |
| Receive and direct documents or messages, including laboratory results, to the right personnel. | Primary | 87 |
| Interview patients to complete their documents, forms, including intake or insurance forms, and case histories. | Primary | 86 |
| Operate voice mail messaging systems and other office equipment, and apply software applications, such as word processing and spreadsheet to make invoices, reports, letters, financial statements, medical records, and case histories. | Primary | 85 |
| Prepare and send financial statements or bills, keep financial records, and perform credits or collections and other bookkeeping duties. | Primary | 80 |
| Order and maintain an inventory of supplies, and perform other various clerical or administrative functions. | Primary | 65 |
| Perform transcription of recorded messages, recommendations, or practitioners' diagnoses into patients' medical records. | Supplemental | 90 |
| Compile and record reports, medical charts, and correspondence, applying typewriter or personal computer. | Supplemental | 89 |
| Schedule lab work or x-rays, and other tests or procedures for patients following physician orders. | Supplemental | 81 |
| Make arrangement for patientsā€™ hospital admission. | Supplemental | 80 |
| Prepare correspondence, reports, articles, conference proceedings, and speeches for physicians and medical scientists. | Supplemental | 69 |
Medical Administrative Assistant Job Description Example/Sample
Medical administrative assistants perform various functions in ensuring efficient delivery of general and front office support services in a healthcare facility.
Even though the specific duties and responsibilities of a medical administrative assistant depends on the organization they work for, however, the job description given below represents a good example of the duties they perform:
- Work with a team to establish efficient medical procedures and follow those procedures accordingly
- Meet with the Medical Director weekly to be mentored and given personal responsibilities
- Ensure all lab work are completed and placed in the medical record prior to patient’s visit
- Responsible for entering lab scans and values into the medical record
- Work together with the front office to ensure effective process for receiving lab work is maintained
- Prepare new guest binders and medical charts
- Prepare and restock exam rooms
- Assist the medical personnel with preparation and revision of documents, scanning of medical records, and general clerical duties
- Responsible for answering incoming calls
- Schedule medical appointment for doctors
- Collaborate with medical records
- Develop data bases and spreadsheets and maintain them
- Quickly prepare reports for emergency cases.
Medical Administrative Assistant Requirements: Knowledge, Skills, and Abilities for Career Success
If you are seeking to work as a medical administrative assistant with an organization, the recruiter will want to ensure that they are hiring the people that can perform the purpose, obligations, and objectives they have set for the position.
To achieve this, recruiters commonly give a list of requirements applicants seeking the medical administrative assistant job must fulfill to be considered for employment.
Shown below are major requirements any one applying for the medical administrative assistant job may be asked to meet:
- Possess a degree or diploma in an administrative or related discipline
- Must be willing and able to multi-task
- Must be extremely good at giving attention to details
- Must have basic computing, typing, and telephone etiquette skills
- Must be very competent with Windows and MS-Word and other Microsoft Office applications; specialized online medical technologies, instant messaging, and the Internet
- Must have experience working in an hospital or any medical setting
- Bilingual will an added advantage
- Must be able to ensure accountability at all times
- Must have good written and verbal communication skills and strong sense of urgency
- Must be able to work alone and within a team effectively
- Must have respectful, courteous, and professional attitude
- Ability to make sound decisions and judgment
- Outstanding prioritization and organizational techniques.
Medical Administrative Assistant Job Description Templates
Here are medical administrative assistant job description templates employers can simply edit and use in their job postings to attract the best talents to their companies:
TEMPLATE 1.
Position Title: Medical Administrative Assistant
Reports To: Office Manager / Practice Manager / Lead Medical Administrator
Location: [City, State]
Employment Type: Full-Time or Part-Time
Company Overview
[Your Medical Practice or Organization Name] is dedicated to providing exceptional patient care and efficient healthcare services. We pride ourselves on delivering a positive experience for every patient through professionalism, compassion, and strong administrative support. Our team works collaboratively to ensure smooth daily operations and high-quality service.
Position Overview
We are seeking a highly organized and patient-focused Medical Administrative Assistant to support the daily administrative operations of our medical facility. This role is responsible for greeting patients, scheduling appointments, managing medical records, processing billing information, and ensuring efficient communication between patients, providers, and staff.
The ideal candidate thrives in a fast-paced healthcare environment, has strong customer service skills, and maintains confidentiality with all patient information.
Key Responsibilities
Patient Reception & Communication
- Greet patients warmly and provide assistance with check-in and check-out procedures.
- Answer incoming calls, respond to inquiries, and route messages to appropriate staff.
- Provide information on clinic policies, appointment availability, and services offered.
- Handle patient concerns professionally and escalate issues when needed.
Appointment Scheduling & Coordination
- Schedule, reschedule, and confirm patient appointments.
- Coordinate provider calendars and manage patient flow efficiently.
- Send appointment reminders via phone, email, or electronic systems.
- Verify insurance information and collect required documentation before appointments.
Medical Records & Documentation
- Maintain and update patient charts and electronic health records (EHR).
- Process medical forms, referrals, authorizations, and lab requests.
- Ensure accurate entry of patient information in compliance with HIPAA guidelines.
- File, scan, and organize medical documents as needed.
Billing & Administrative Support
- Collect co-payments, outstanding balances, and billing information.
- Process claims, insurance verifications, and payment transactions.
- Assist with generating invoices or reports for the billing department.
- Prepare correspondence, forms, and administrative documents.
Office Operations & Coordination
- Maintain front desk area cleanliness and ensure adequate supplies are available.
- Communicate with medical staff to support scheduling, coordination, and workflow.
- Assist in onboarding new patients and updating registration forms.
- Provide general support for office operations and special projects.
Skills & Qualifications
- Strong customer service and communication skills.
- Excellent organizational and multitasking abilities.
- Proficiency with computers, office equipment, and electronic health record systems (EHR).
- Ability to maintain confidentiality and handle sensitive patient information.
- Basic understanding of medical terminology preferred.
- Strong attention to detail and accuracy in data entry.
- Ability to work collaboratively with medical staff and administrative teams.
- Professional, friendly, and compassionate demeanor.
Education & Experience Requirements
- High school diploma or GED required; associate degree or coursework in healthcare administration preferred.
- Previous experience in a medical office, clinic, or administrative role preferred.
- Knowledge of insurance processes, billing practices, or medical office software is a plus.
- Training available for qualified candidates.
Eligibility to Work in the United States
Applicants must be legally authorized to work in the United States without requiring employer sponsorship now or in the future.
Work Environment
- Medical office or clinic environment with frequent patient interaction.
- Requires sitting, standing, and walking for extended periods.
- Regular use of computers, phones, and office equipment.
- May involve assisting patients with mobility needs or navigating the office.
Equal Opportunity Statement
[Your Organization Name] is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, gender identity, national origin, age, disability, sexual orientation, veteran status, or any protected classification.
Additional Information
- Uniforms or dress code may be required.
- Opportunities for career advancement may be available in medical billing, office management, or healthcare administration.
- Reasonable accommodations will be provided for qualified individuals with disabilities.
How to Apply
Interested applicants should submit their resume and application to [Insert Application Email or Job Link].
TEMPLATE 2.
Location: [City, State]
Employment Type: Full-Time or Part-Time
About the Role
We are seeking a professional and organized Medical Administrative Assistant to support front desk operations, schedule appointments, manage patient records, and assist with billing and office tasks in a fast-paced healthcare environment.
Key Responsibilities
- Greet patients and manage check-in/check-out procedures
- Answer calls, schedule appointments, and coordinate provider calendars
- Maintain and update electronic health records (EHR)
- Verify insurance information and assist with billing or payments
- Process forms, referrals, and medical documentation
- Support office operations and ensure a clean, organized front desk
- Communicate effectively with patients, medical staff, and administrative teams
Requirements
- Strong communication and customer service skills
- Solid organizational and multitasking abilities
- Basic understanding of medical terminology preferred
- Experience with EHR systems and office software
- Prior administrative or medical office experience is a plus
- Ability to handle sensitive patient information confidentially
Eligibility to Work in the U.S.
Applicants must be legally authorized to work in the United States.
How to Apply
Submit your resume to [Insert Application Email or Job Link].
Medical Administrative Assistant Job Description for Resume
If you have worked previously as a medical administrative assistant or presently working in that role and are making a new resume or CV, then you can create an effective Professional Experience section by applying the medical administrative assistant job description sample above.
You can present the duties you have performed or currently performing as a medical administrative assistant in your resumeā€™s Professional Experience by utilizing the ones in the medical administrative assistant job description example above.
This will prove to the employer that you have been effective in the role of a medical administrative assistant, which can greatly enhance your chances of being employed for the new position that you are applying for, especially if it requires someone with some medical administrative assistant work experience.
Conclusion
This post has provided exhaustive information on the medical administrative assistant job description, highlighting the important duties, tasks, and responsibilities they usually perform.
It is helpful to individuals seeking to become a medical administrative assistant, to learn all they need to know about what the role does.
Employers and hiring managers needing to make a job description for the medical administrative assistant position will also find this article useful.
They can simply edit and apply the medical administrative assistant job description templates provided on this page in making an effective one for their organizations.
