MiBella Wellness Center is seeking a Medical Office Assistant (MOA) to help create a welcoming, professional, and efficient experience for patients from check-in through checkout. This front-office role supports daily clinic operations through patient communication, scheduling, insurance verification, payment processing, and accurate recordkeeping.

The ideal candidate is personable, dependable, organized, and detail-oriented. They can manage changing priorities in a busy healthcare setting while protecting patient privacy.

Responsibilities

Patient check-in and front office

• Welcome patients and complete check-in in a friendly, timely manner.

• Confirm demographic and contact information, and ensure required forms and documentation are complete.

• Answer questions about the check-in process and direct clinical questions to the appropriate team member.

• Maintain a clean, organized, and welcoming front-office environment.

Insurance, records, and payments

• Verify insurance information and eligibility according to MiBella procedures.

• Enter and update patient demographics and insurance details in the electronic health record (EHR).

• Identify missing or inconsistent information and obtain corrections.

• Scan and upload insurance cards, identification, forms, and other documents to patient records.

• Collect and process payments accurately, provide receipts, and follow procedures for approved payment methods.

• Refer billing or payment concerns to the appropriate team member.

Calls and scheduling

• Answer calls professionally, assist with non-clinical questions, and route other calls to the appropriate team member.

• Return calls and respond to messages according to MiBella procedures.

• Schedule, reschedule, confirm, and follow up on appointments in accordance with provider availability and scheduling protocols.

• Document scheduling communications and flag conflicts or concerns.

Privacy and team support

• Protect patient information and follow HIPAA requirements and MiBella’s privacy policies.

• Access, use, and share patient information only as needed for assigned duties, applying the minimum necessary standard where required.

• Report potential privacy or security concerns promptly according to MiBella procedures.

• Work with clinical and administrative staff to support patient flow and complete other front-office duties as assigned.

• Follow MiBella policies and procedures consistently.

Required Qualifications

• At least two years of experience in healthcare or medical office administration OR a bachelor’s degree in Healthcare Administration or a related healthcare administration field.

• Experience working directly with patients or customers in a professional setting.

• Strong written and verbal communication skills.

• Basic computer proficiency and the ability to learn EHR and other healthcare systems.

• Ability to handle patient information, payments, scheduling, and documentation accurately and confidentially.

• Ability to work effectively in a busy environment with frequent interruptions and changing priorities.

Preferred Skills

• Experience in a medical practice, wellness center, physician’s office, or other healthcare organization.

• Familiarity with EHR/EMR systems, insurance eligibility verification, patient payments, and medical terminology.

• Experience scheduling patients and working in a high-volume, patient-facing role.

• Familiarity with HIPAA and patient privacy requirements.