Job Detail

I. Job Summary

The Health Administrative Assistant provides clerical, organizational, and operational support to Operation Director, department managers, and supervisors. This position combines core functions of medical administrative support and health records management to ensure smooth daily operations, compliance, and effective departmental coordination.

II. Role and Responsibilities

• Medical Records Management

⁃ Process requests for release of medical records according to our policy and procedures.

⁃ Contact and communicate with outside agencies such as Medical records companies, etc., to process the medical records requests in a timely manner.

⁃ Creating and faxing invoices to outside agencies such as the Law Office, Insurance company, subpoenas, workers’ compensation, and DPSS, etc.

⁃ Maintain and update patient medical records, including scanning and uploading documentation into EMR systems.

⁃ Answering phone calls regarding medical record requisition questions.

⁃ Ensure timely processing of release-of-information requests from Fax, emails and mails but not limited to patient portal per policies.

⁃ Maintain confidentiality and ensure HIPAA compliance.

• Administrative & Operational Support

⁃ Manage calendars, schedule meetings, prepare agendas, and take minutes for medical and departmental meetings.

⁃ Prepare monthly and bi-weekly reports, including compliance, productivity, provider payroll summaries, and medical staff training records.

⁃ Assist with presentations, staff profiles, training compliance, and audits.

⁃ Serve as liaison between management, staff, and external stakeholders.

⁃ Support billing, patient refunds coordination, and vendor communications.

• Inventory and Supplies Management

⁃ Maintain office supplies, medication inventory and medical supplies inventory reports. Order supplies according to schedule and as needed. Coordinate with vendor as needed.

⁃ Keep record of the purchase requisition forms and packing slips into the shared folder. Provide copies to the accounting department if necessary.

⁃ Check the supplies after receiving shipment, ensure the correct items and correct quantity received. Report to the supervisor and contact the vendor for any issues.

• Data and Project Support

⁃ Assist with projects of 340B in gathering data, analyzing data, verifying data and generating reports if needed.

⁃ Participates in departmental meetings and project meetings.

• Compliance & Policy Support:

⁃ Assist with updating Medical Department policies and procedures, clinic forms and consent forms.

⁃ Support departmental compliance with CMS requirements and organizational standards.

⁃ Assist with accreditation and regulatory reporting.

• Communication and General Administrative Support

⁃ Assist with answering telephones, taking messages, and performing other administrative duties to meet the needs of patients, co-workers and the department.

⁃ Demonstrate technical and interpersonal skills necessary to complete job responsibilities.

⁃ Any other responsibilities as assigned by the Operations Director or Clinical Manager.

III. Organization Expectation

• Adhere to all HCHC’s Policies and Procedures.
• Conduct self in a manner that represents HCHC’s core values at all times.
• Maintain a positive, respectful and professional attitude with all work-related contacts.
• Communicate regularly with the supervisor about work concerns.
• Meet productivity standards and perform duties as workload necessitates.
• Attend staff meetings and complete all assigned trainings.

IV. Education/License/Certification:

• Must possess a GED diploma.
• Medical Assistant Certification preferred.
• Associate’s or Bachelor’s degree preferred.

V. Skills and Specifications

• At least 1–2 years of administrative or healthcare office support experience.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and EMR systems.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills; bilingual (English plus Chinese/Vietnamese/Spanish) preferred.
• Ability to work independently and collaboratively with diverse teams.
• Able to work flexible hours and including weekends.

VI. Physical Requirement

• Physical effort which may include occasional light lifting to a 25-pound limit, and some bending, stooping or squatting. Considerable walking may be involved. The ability to sit or stand for extended periods of time is required.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to travel to all HCHC facilities as needed.

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person