Office Assistant – MDVIP Practice

Department:

 Medical Doctors VIP (MDVIP)

Reports To:

MDVIP Manager / Facility Manager

Employment Type:

Full-Time

Position Summary

The Office Assistant for the MDVIP practice plays a critical role in delivering exceptional, concierge-level patient service. This position serves as the first point of contact for MDVIP patients and supports the provider and clinical team by ensuring smooth daily operations, personalized patient interactions, and efficient administrative workflows. A high level of professionalism, discretion, and attention to detail is essential.

Key Responsibilities

Patient Experience & Front Desk Operations

- Greet MDVIP patients warmly and professionally, providing a high-touch, personalized experience

- Manage patient check-in and check-out processes efficiently

- Answer incoming calls promptly and professionally, addressing patient needs or routing calls appropriately

- Schedule, reschedule, and confirm appointments in AthenaOne following MDVIP protocols

- Maintain patient flow and ensure minimal wait times

Administrative & Office Support

- Verify and update patient demographic and insurance information as needed

- Collect copays, balances, and process payments accurately

- Maintain patient charts and ensure documentation is complete and organized

- Scan, upload, and index documents into the electronic medical record

- Assist with forms, referrals, and coordination of patient services

Provider & Clinical Team Support

- Support MDVIP providers with daily scheduling needs and administrative requests

- Communicate patient concerns or urgent needs to the clinical team promptly

- Assist with coordination of testing, follow-ups, and external services as directed

- Ensure provider schedules and templates are followed accurately

Compliance & Confidentiality

- Maintain strict HIPAA compliance and patient confidentiality at all times

- Follow CMP and MDVIP policies, procedures, and standards of conduct

- Ensure front desk and office areas remain clean, organized, and professional

Required Qualifications

- High school diploma or equivalent required

- Minimum of 1 year of medical front desk or office experience preferred

- Experience in a concierge or MDVIP-style practice strongly preferred

- Proficiency with electronic medical records (AthenaOne preferred)

- Strong computer skills, including Microsoft Outlook and basic office software

Skills & Competencies

- Exceptional customer service and communication skills

- Professional demeanor with a calm, courteous, and patient-focused approach

- Strong organizational and multitasking abilities

- Attention to detail and accuracy

- Ability to work independently and as part of a team

- Discretion and professionalism when handling sensitive information

Physical & Work Environment Requirements

- Ability to sit, stand, and move throughout the office during the workday