Business Office Administrative Assistant
Location: Panorama Pediatric Group – 961 Panorama Trail S, Suite 1, Rochester NY 14625
On-site position, not remote.
About Us: Panorama Pediatric Group is a highly reputable private medical practice comprising of 9 physicians and 7 Advanced Practice Providers (APPs). We specialize in primary care for newborns to adolescents and provide exceptional patient care. We are seeking a highly organized and motivated professional to join our fast-paced pediatric practice. This role is essential to maintaining efficient front- and back-office operations. The ideal candidate thrives in a high-volume environment, demonstrates strong judgment, and provides compassionate, professional communication with families and team members.
Why You’ll Love It Here:
- We have a supportive, professional, team-oriented, positive environment
- You get to be a part of meaningful work helping children and families in our community
- There’s never a dull moment – our work is engaging and challenging
- Our pay and benefits are competitive
Job Description:
The Medical Business Office Administrative Assistant plays a vital role in supporting the financial and administrative operations of the practice. This position is responsible for insurance verification, self-pay collections, credentialing support, compliance, medical record processing and accurate data management within the electronic medical records (EMR) system. The ideal candidate is detail-oriented, highly organized, and capable of making sound decisions in a fast-paced healthcare environment.
Essential Job Functions/Responsibilities:
- Perform insurance verification to confirm patient eligibility, benefits, and authorization requirements prior to services
- Manage and collect self-pay balances in a professional and patient-focused manner
- Assist with provider credentialing and re-credentialing processes, ensuring compliance with payer requirements
- Accurately enter and maintain patient and financial data within the EMR system
- Post payments, reconcile accounts, and ensure proper documentation of transactions
- Scan, index, and route documents into the EMR system in a timely and organized manner
- Manage medical records, ensuring accuracy, organization, and confidentiality
- Process and manage Release of Information (ROI) requests in compliance with privacy regulations, including tracking, fulfilling, and documenting requests in a timely manner
- Maintain and organize internal training documents and administrative records
- Provide administrative support including, but not limited to, scheduling, correspondence, and general office tasks supporting overall functionality of office operations
- Communicate effectively with patients, providers, insurance companies, and team members via phone, email, and in person
- Identify issues, think critically, and respond promptly with appropriate solutions
- Other duties as assigned
Qualifications:
- Strong communication skills, including professional and courteous telephone etiquette
- Solid mathematical skills with the ability to handle financial transactions accurately
- Demonstrated critical thinking and problem-solving abilities
- Ability to assess situations quickly and make sound, independent decisions
- Strong attention to detail and organizational skills
- Ability to work both independently and collaboratively as part of a team
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Teams)
- Team oriented mindset with a willingness to support colleagues
- Experience with EMR systems preferred
- Familiarity of Medical Records processes, HIPAA, privacy laws and Release of Information procedures preferred
Essential Competencies:
- Participate in departmental and Practice-wide staff meetings and other training in-service as assigned
- Demonstrate awareness of Practice mission, organizational goals, values, policies, and procedures; work effectively across departmental boundaries, represent the Practice in professional manner
- Carry out duties in a responsible professional and ethical manner
- Requires the ability to relate to people of diverse backgrounds, cultures, races, sexual orientations and gender identities or expressions
Skills and Abilities:
- Ability to handle multiple projects and duties simultaneously while maintaining high levels of confidentiality and strict adherence to deadlines
- Ability to work with many interruptions
- Ability to analyze, interpret and draw inferences from research findings
- Knowledge of and ability to use proper English, spelling, punctuation, and grammar
- Excellent organizational skills and attention to detail
- Excellent verbal and written communication skills
- Excellent customer service skills and knowledge (both over the phone and in person)
- Ability to make administrative/procedural decisions and judgments
- Skill of persistence is needed when necessary
- Ability to examine documents for accuracy and completeness
- Ability to read, understand and follow oral and written instruction
- Ability to communicate effectively and work with others
- Knowledge of office billing practices, policies, and procedures
- Knowledge of medical terminology, ICD 10-CM and CPT coding
- Knowledge of the insurance industry
Education and Experience:
- One year of experience in a medical office setting required.
- Experience with Medent and EMR preferred
Physical Requirements
- Sedentary work, ability to sit for extended periods of time
- Manual dexterity for using an adding machine/calculator and computer keyboard
- Required to stand, sit, walk, use hands to finger, handle or feel; reach with hands and arms, talk and hear.
- Occasionally, the employee must stoop, bend and lift or move up to 25 lbs.
- Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus
- Ability to read data on the computer monitor and written documents
- Extensive use of computer software, typing and concentration
Work Environment & Expectations:
- Fast-paced medical office setting requiring adaptability and efficiency
- Upholds a high level of confidentiality, professionalism and respect
- Commitment to accuracy, timeliness, and delivering excellent patient service
- Maintains a positive, supportive, and solutions-focused work cultur
- Represents the practice with empathy, compassion, and a patient-centered mindset
- Maintains business casual attire with a polished, well-groomed, professional appearance
- Shows up consistently with reliable attendance, a can-do attitude, and a willingness to take initiative
- Adds value through ideas, collaboration and a flexible, growth-oriented mindset
- Supports employee retention and long-term development to strengthen skills, elevate practice performance, and build organizational expertise
Job Type: Full-time
Pay: $17.50 - $24.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Medical Office Billing & Administrative: 1 year (Required)
Ability to Commute:
- Rochester, NY 14625 (Required)
Work Location: In person
