Clinical Administrative Assistant

Chest Medicine Associates

Clinical Administrative Assistant

South Portland, Maine

Chest Medicine Associates is seeking a Clinical Administrative Assistant to provide administrative and clerical support to the clinical team in a pulmonary and sleep medicine practice. The Clinical Administrative Assistant helps clinical staff manage documents, reports, forms, prior-authorization submissions, referrals, and other workflow tasks in the electronic medical record (EMR) and payer or vendor portals.

• High school diploma or G.E.D. equivalent required; associate degree or additional training in medical office administration, health information, or a related field preferred.

• At least 1 year of administrative experience in a medical office, or similar healthcare setting preferred.

• Experience with an EMR and with payer, hospital, laboratory, imaging, DME, or vendor portals strongly preferred.

• Familiarity with prior authorizations, referrals, medical records, insurance terminology, and medical terminology preferred.

• Proficient computer skills, including Microsoft Office applications.

• Ability to follow detailed workflows, naming conventions, documentation standards, and privacy requirements.

• Strong organizational skills and attention to detail, with the ability to recognize discrepancies and maintain accurate tracking systems.

• Professional written and verbal communication skills and the ability to communicate tactfully with patients and internal and external contacts.

• Ability to work onsite in South Portland, Maine M-F 8:15-4:45.

• Provide day-to-day administrative support to physicians, advanced practice providers, medical assistants, nurses, and clinical leadership.

• Monitor assigned work queues, and communication channels; route items promptly to the appropriate clinical team member.

• Receive, scan, index, upload, download, and distribute documents and reports.

• Ensure documents are associated with the correct patient, encounter, order, or referral and are labeled consistently in the EMR.

• Prepare, submit, and track prior-authorization requests for medications, diagnostic testing, procedures, sleep studies, and respiratory services.

• Assist with referral coordination.

• Prepare administrative portions of forms and correspondence for clinical review and signature.

• Assist with requests for medical records and continuity-of-care information in accordance with office policy and applicable privacy requirements.

• Communicate with patients, payers, and other outside organizations regarding administrative matters; route clinical questions to appropriately licensed clinical staff.

• Assist with scheduling or rescheduling appointments as needed, including communicating routine preparation instructions approved by the clinical team.

• Maintain logs, spreadsheets, databases, and tracking tools.