Medical Administrative Assistant

Application Deadline: 12/18/2025

Job Summary:
The Medical Administrative Assistant is responsible for providing comprehensive administrative and clerical support to the Pathology Laboratory. This role ensures the efficient operation of pathology by managing patient records with the electronic health record software coordinating appointments handling communications and assisting pathology and other laboratory staff with daily tasks.

Additionally this position will act as the histology lab assistant. This position will involve handling specimens

Hours:

• Monday through Friday
• Daytime Hours
• 40 hours per week

Essential Job Functions:
Transcribe pathology dictation into patient reports.
Ensure the accuracy and completeness of the patient record including appropriate documentation to facilitate the billing.
Coordinate all activities related to customer service including the following:
o Answer screen and direct all external calls to the appropriate individuals
o Manage scanned and/or electronic downtime forms to ensure availability when needed
Register patients and transcribe orders into the lab EHR.
Copy and fax paperwork to other medical offices.
Scan orders and other supporting documents into the medical record.
Review orders and specimens to ensure that all specimens are received to complete physician orders.
Organize and maintain files and records.
Retrieve test results as needed for physician review
Coordinate with pathology and laboratory staff to ensure they have adequate supplies.
Maintain confidential medical records in an organized and efficient manner.
Perform routine maintenance and adjust settings on office printers and scanning equipment
Complete miscellaneous audits timely to ensure performance improvement goals are met including but not limited to auditing medical records after forms are transferred to permanent storage to ensure quality complete accurate and legible records.
Act as an assistant to the Histology Technician.

Other duties as assigned

Knowledge Skills and Abilities:
Ability to maintain high ethical standards integrity and professionalism consistent with OakLeafs Customer Service Standards.
Ability to interpret and follow confidentiality and HIPAA laws and regulations.
Ability to perform work with precise detail and accuracy.
Ability to relate and work effectively with others.

Equipment Knowledge Required:
Ability to operate various types of standard office equipment computers and possess intermediate knowledge of Microsoft Office and other programs as assigned.
Ability to use Electronic Medical Record system.
Other equipment could be required.

Language Skills:
Ability to exhibit excellent communication presentation and listening skills.
Ability to communicate effectively with other members of the staff physicians and patients.
Ability to develop interpret and implement local policies and procedures; general correspondence with Federal State and local regulations.
Ability to effectively communicate in English in both written and verbal format.

Qualifications:

• Demonstrates eligibility for employment in the U.S.
• High school diploma or G.E.D. equivalent is required.
• Two (2) or more years of medical background working in a healthcare environment required.

Benefits:

• Comprehensive health dental and vision insurance
• Health Savings Account with an employer contribution
• Company paid life insurance
• Free meals
• PTO
• 401(k) retirement plan with 4% company match
• Tuition reimbursement
• Wellness reimbursement

Equal Employment Opportunity & Work Force Diversity

Our organizationis an equal opportunity employer and will not discriminate against any employee or applicant for employment based on race color creed sex religion marital status age national origin or ancestry physical or mental disability medical condition parental status sexual orientation veteran status genetic testing results or any other consideration made unlawful by federal state or local laws. This practice relates to all personnel matters such as compensation benefits training promotions transfers layoffs our organizationiscommitted to going beyond the legal requirements of equal employment opportunity to take positive actions which ensure diversity in the workplace and result in a multi-cultural organization.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information please review theKnow Your Rightsnotice from the Department of Labor.