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Become A Medical Office Administrator

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Working As A Medical Office Administrator

  • Interacting With Computers
  • Getting Information
  • Documenting/Recording Information
  • Organizing, Planning, and Prioritizing Work
  • Processing Information
  • Deal with People

  • Mostly Sitting

  • Repetitive

  • $33,040

    Average Salary

What Does A Medical Office Administrator Do At HCA, Hospital Corporation of America

* The primary responsibilities of the Medical Office Coordinator is to direct, plan and coordinate the operations of the clinical and front office functions of a practice while ensuring patient satisfaction.
* Performs select administrative duties.
* Assists front office and clerical staff in developing and implementing short and long-term work plans and objectives.
* Oversees the process to prepare patients for examination and treatment.
* Screens telephone calls for referral to physicians.
* Develops guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary to ensure appropriate staffing levels are maintained.
* Assists with scheduling of tests and treatment.
* Identifies, analyzes, and resolves work problems.
* May assist in the hiring and development of the clerical and clinical staff.
* Ensures office and clinical supply inventory is current, mail is opened and processed, offices are opened and closed according to established procedures.
* Ensures the timeliness and accuracy of patient charge entry into the billing system.
* Assists front office staff with ensuring point-of-service collections are made when applicable.
* Ensures that patients are treated courteously by the office staff and that other visitors are screened and properly directed

What Does A Medical Office Administrator Do At Johns Hopkins University

* Clinical responsibilities 80%_
* Coordinates a multi-faceted, medical practice within the Division of Hematology.
* Serves as liaison for physician practice to department administration, clinical management, and hospital services.
* Assists patients, patients' families, referring physicians, and third party carriers to resolve patient related issues.
* Triages patient calls and medical issues.
* Answers patient medical questions where appropriate and determines if physician/nurse response is required.
* Requests patient records, gather patient charts, orders, lab requisitions, and faxing prescriptions.
* Schedules patients for laboratory tests, medical examinations, procedures, and admissions.
* Resolves any schedule conflicts.
* Uses automated records systems to access, enter, and edit patient information.
* Coordinates with and refers to DOM Central Scheduling for new patient appointments.
* Relays information to patients regarding preparation for laboratory tests, examinations, and procedures.
* Daily contact with Express Testing.
* Assures all patient correspondence (consent, orders, appointment, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
* Demonstrates awareness of limitations of institutional resources, and seeks to maximize physician scheduling within this context.
* Works with Central Scheduling to proactively seek scheduling/rescheduling patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments).
* Assists physician(s) in monitoring signing of operative notes, discharge summaries, and clinic notes.
* Faxing reports, paging, pinging physicians within Hematology & Oncology.
* Informs patients of costs of care being provided, and guides them to appropriate resources for further information, guidance, or assistance.
* Administrative responsibilities 20%_
* Pay invoices and travel reimbursements as needed.
* Transcribe and format letters as needed.
* Schedules appointments and meeting rooms as needed.
* Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
* Other duties as assigned

What Does A Medical Office Administrator Do At Liberty/Montgomery County Arc

* Greet and assist in patient sign in/information verification process, being responsive to patient and visitor needs.
* Determine if appointment exists and indicate patient present for services.
* Receive incoming telephone lines, resolving issues, routing calls as indicated or taking and distributing appropriate messages.
* Perform computerized registration of new patients using information verbally obtained or via intake packet information.
* Updating of registration information as appropriate.
* Collect signatures on all pertinent treatment consent and release of information forms.
* Distribute privacy, right and responsibility, advanced directive and other information as required at the time of the first patient visit, obtaining necessary signatures verifying receipt of such information.
* Verify payor information on all new patients.
* Periodically, as indicated by Health Center policy, confirm patient eligibility by various payors and update computer system as indicated.
* Schedule, cancel and reschedule appointments as required by provider request and patient need.
* Collect and post payments received from patients.
* Confirm future appointments.
* Maintain provider schedules in the computer system.
* Retrieval and return of patient health records as needed in providing daily services.
* Analyze records/documents ensuring completeness and flagging deficiencies.
* Assist in training of new staff as required.
* Attend mandated training as required.
* Maintain positive relationships with providers, patients, family members, coworkers and visitors
* Adhere to the front office policies and procedures.
* Utilize, on a daily basis all technology and tools provided (i.e. EMR, email, voicemail, etc) in order to create a more efficient work environment.
* To be an active team member of the Patient Centered Medical Home (PCMH) that advocates its principals, promotes and helps coordinate care for individuals in the community as well as educates on the importance of continuity of care

What Does A Medical Office Administrator Do At Fresenius Medical Care North America

* Coordinates regular meetings and conferences.
* Gathers project information (schedules, data requests, assignments, tasks, project meetings) and facilitates progress.
* Maintains document control, database management, tracks project activities and team communication.
* Assists project teams and team lead in strategic meetings and follow up with meeting minutes and notes.
* Develops and publishes communications.
* Administrative duties as needed (including scheduling meetings, arranging travel).
* Edits documents as needed.
* Project Coordinator Job responsibilities** :
* Works with project team to understand and assist with tracking work, tasks and project assignments.
* Works with supervisor to assist in developing a comprehensive workflow process for projects.
* Assists project team and team lead in strategic meetings and follows up with meeting notes.
* Schedules project follow up meetings as needed.
* Develops and publishes communication to project shareholders.
* Develops and reviews project status and reports.
* Updates and maintains all projected related documentation in departmental database.
* Additional responsibilities may include focus on one or more departments or locations.
* See applicable addendum for department or location specific functions._

What Does A Medical Office Administrator Do At Johns Hopkins Medicine

* Wide range of secretarial and office support duties.
* Works with minimal supervision.
* Requires basic grammar, spelling and punctuation.
* Ability to type and transcribe dictation, manuscripts, routine office correspondence and medical reports with speed and accuracy.
* Scheduling of patients for appointments, surgical procedures, preoperative and postoperative appointments, capable of screening inquires with tack, courtesy and good judgment.
* Maintain appointment schedule both clinical and administrative.
* Full Time (40 hours)
* am
* pm
* Work requires a high school level of educational development and up to one year of basic technical training in secretarial/office management and one year of previous experience.
* Work is generally performed in an office or clinical environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions.
* Johns Hopkins Health System and its affiliates are drug-free workplace employers.
* Johns Hopkins Health System and its affiliates are an Equal Opportunity / Affirmative Action employers.
* All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local

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How To Become A Medical Office Administrator

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.


High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.


Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.


Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Medical Office Administrator jobs

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Medical Office Administrator Career Paths

Medical Office Administrator
Practice Manager Project Manager General Manager
Account Manager
5 Yearsyrs
Clerk Office Manager Accounts Receivable Specialist
Accounts Receivable Manager
6 Yearsyrs
Specialist Security Officer Night Auditor
Assistant General Manager
5 Yearsyrs
Patient Service Representative Billing Specialist
Billing Manager
7 Yearsyrs
Practice Manager Operations Director Business Developer
Business Manager
7 Yearsyrs
Service Representative Accounts Payable Clerk Business Office Manager
Business Office Director
8 Yearsyrs
Administrative Coordinator Human Resources Coordinator
Business Office Manager
8 Yearsyrs
Patient Service Representative Patient Access Representative Registered Nurse
Career Manager
6 Yearsyrs
Specialist Operations Manager Assistant Director
Director Of Admissions
7 Yearsyrs
Service Representative Legal Assistant Assistant Office Manager
Executive Assistant/Office Manager
6 Yearsyrs
Clinical Manager Physician Assistant Medical Transcriptionist
Medical Office Manager
5 Yearsyrs
Administrative Coordinator Project Coordinator Assistant Project Manager
Office Manager
5 Yearsyrs
Registered Nurse Staff Nurse
Patient Care Manager
9 Yearsyrs
Scheduler Service Representative Service Supervisor
Patient Services Manager
8 Yearsyrs
Clerk Billing Specialist Practice Manager
Practice Administrator
10 Yearsyrs
Registered Nurse Registered Nurse Case Manager Clinical Manager
Practice Manager
9 Yearsyrs
Instructor Assistant Director Director Of Food And Beverage
Resident Manager
5 Yearsyrs
Scheduler Human Resources Coordinator Business Office Manager
Revenue Manager
8 Yearsyrs
Human Resources Coordinator Program Manager General Manager
Service Director
9 Yearsyrs
Human Resources Coordinator Specialist Operations Manager
Site Manager
7 Yearsyrs
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Medical Office Administrator Demographics


  • Female

  • Male

  • Unknown



  • White

  • Hispanic or Latino

  • Asian

  • Unknown

  • Black or African American

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Languages Spoken

  • Spanish

  • French

  • Russian

  • Mandarin

  • Cantonese

  • Chinese

  • Italian

  • Portuguese

  • Greek

  • Arabic

  • Bulgarian

  • Hindi

  • Somali

  • German

  • Romanian

  • Samoan

  • Malay

  • Carrier

  • Armenian

  • Korean

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Medical Office Administrator

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Medical Office Administrator Education

Medical Office Administrator

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Top Skills for A Medical Office Administrator


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Top Medical Office Administrator Skills

  1. Electronic Medical Records
  2. Patient Referrals
  3. Appointment Scheduling
You can check out examples of real life uses of top skills on resumes here:
  • Scan patient information and documents into patient electronic medical records.
  • Coordinated and facilitated patient referrals to specialists, interfacing with managed care companies.
  • Used patient safety standards through correct identification of all patients by validating and updating patient demographic information during appointment scheduling.
  • Ordered medical office supplies and medications.
  • Managed physician schedules relative to the delivery of adequate patient care and quality customer service.

Top Medical Office Administrator Employers

Medical Office Administrator Videos

Office Manager, Career Video from drkit.org

Medical Office Management | The High-Growth Medical Career [WEBINAR]