Medical Office Assistant

Medical Office Assistant

Location: Catholic Health Physician Practices / Ambulatory Services

Join Catholic Health and become an integral part of a dedicated healthcare team committed to providing high-quality, compassionate patient care.

As a Medical Office Assistant (MOA), you will support physicians and clinical staff in delivering safe, efficient, and patient-centered care while helping ensure a welcoming and positive patient experience.

Under the general supervision of the Practice Manager and the direct supervision of the licensed provider when performing clinical tasks, the Medical Office Assistant supports daily clinical and administrative operations, promotes patient safety, and helps maintain efficient patient flow. This role includes clinical support, exam room preparation, documentation, laboratory procedures within the permitted scope of practice, and front-office assistance as needed.

Job Responsibilities:

• Prepare and maintain examination rooms by disinfecting surfaces, stocking supplies, checking equipment, and ensuring medications and vaccinations are available as needed.
• Participate in pre-visit planning by reviewing patient schedules, identifying gaps in care, and obtaining relevant medical records, including mammograms, colonoscopies, immunizations, diagnostic studies, and consultations.
• Welcome patients, verify their identity using two approved identifiers, introduce themselves, and escort patients to examination rooms.
• Obtain and document patient information, including vital signs, height, weight, allergies, medications, chief complaints, pain assessments, and current symptoms.
• Gather relevant clinical information and report abnormal findings or changes in patient condition to the licensed provider.
• Confirm and clarify written orders before performing delegated tasks.
• Collect, prepare, process, and track laboratory specimens and enter results into the electronic health record (EHR).
• Perform waived laboratory testing in accordance with applicable New York State and CLIA requirements, including quality control procedures and accurate maintenance of logs.
• Prepare for and assist with in-office procedures and diagnostic testing, including EKGs, Holter monitoring, and other authorized ancillary tests.
• Coordinate appointments for procedures, referrals, specialty services, and diagnostic testing.
• Obtain prior authorizations for medications, imaging, and diagnostic testing as ordered by the provider.
• Monitor EHR messages, health reminders, follow-up appointments, and diagnostic testing to support timely and coordinated patient care.
• Reinforce provider-directed patient education and health information, referring questions requiring clinical assessment or additional guidance to the appropriate licensed practitioner.
• Maintain aseptic techniques, follow infection prevention protocols, use appropriate personal protective equipment, and ensure proper disposal of biohazardous materials and sharps.
• Support efficient daily practice operations by identifying workflow challenges, communicating delays, and helping resolve patient flow issues.
• Promote patient and family satisfaction by responding professionally to concerns and referring unresolved issues to the appropriate staff member.
• Monitor clinical equipment for proper operation, complete required safety and quality checks, and report maintenance concerns.
• Order, organize, and maintain supplies, medications, linens, forms, and equipment according to established inventory levels; monitor expiration dates and report supply needs.
• Assist with front-office duties as needed, including greeting patients, answering telephone calls, and verifying insurance information.
• Participate in staff meetings, team huddles, and performance improvement initiatives to support communication, collaboration, and quality patient care.
• Assist with the orientation of new staff and identify opportunities for ongoing learning and professional development.
• Adhere to OSHA Bloodborne Pathogens Standards, HIPAA requirements, organizational policies, and applicable New York State regulations.
• Perform duties within the authorized scope of practice for a Medical Office Assistant. Responsibilities do not include diagnosing or treating patients, triaging patients, independently interpreting test results, administering medications or injections, or performing other restricted clinical functions.
• Perform other duties as assigned.

Job Requirements:

• High School Diploma or GED equivalent required.
• Completion of a New York State-accredited Medical Assistant program required.
• Current Basic Life Support (BLS/BCLS) certification required from the American Heart Association; in-person training is required, and virtual classes are not accepted.
• Current Medical Assistant certification preferred through an accepted organization, such as the National Healthcareer Association (NHA), American Medical Technologists (AMT), American Association of Medical Assistants (AAMA), or National Center for Competency Testing (NCCT).
• Demonstrated proficiency in clinical support tasks, including phlebotomy, aseptic technique, and specimen handling, as applicable to the role.
• Strong interpersonal, verbal, and written communication skills.
• Ability to provide professional, respectful, and age-appropriate patient care.
• Strong attention to detail, organizational skills, and the ability to manage multiple responsibilities and complete tasks accurately.
• Ability to use electronic health records, practice management systems, scheduling software, and standard office equipment.
• Knowledge of infection control, patient privacy, workplace safety, and applicable clinical procedures.
• Ability to work collaboratively with physicians, nurses, practice managers, patients, families, and other healthcare professionals.
• Ability to stand, walk, sit, bend, and lift items weighing up to 30 pounds, with reasonable accommodation as needed.
• Ability to work in an office and examination room environment that may involve exposure to communicable diseases, biohazards, or toxic substances.

Why Join Us:

• Competitive pay + differentials and benefits
• Tuition assistance
• Defined pension plan
• Growth-friendly culture

Be part of something meaningful. Help us care for our community with compassion and excellence.

The range listed does not include any differential pay or other forms of compensation that may be applicable to this job and it does not include the value of benefits. At Catholic Health, we believe in a people-first approach. In addition to the estimated base pay provided, employees are eligible for generous benefits packages, generous tuition assistance, a defined benefit pension plan, and a culture that supports professional and educational growth.