Health Administrative Assistant Job Description [Updated for 2025]

In the era of advanced healthcare, the role of a health administrative assistant is more crucial than ever.

Healthcare continues to evolve, and with each change, the demand for skilled individuals who can manage, coordinate, and enhance our healthcare processes grows stronger.

But let’s delve deeper: What’s really expected from a health administrative assistant?

Whether you are:

• A job seeker wanting to understand the core of this role,
• A hiring manager constructing the profile of an ideal candidate,
• Or simply curious about the behind-the-scenes of health administration,

You’ve landed in the right spot.

Today, we present a customizable health administrative assistant job description template, fashioned for effortless posting on job boards or career sites.

Let’s dive right in.

Health Administrative Assistant Duties and Responsibilities

Health Administrative Assistants work in healthcare settings and perform a variety of tasks related to the efficient operation of the healthcare facility.

They may also provide support to medical staff and patients.

Their primary responsibilities include:

• Scheduling appointments and maintaining medical staff schedules
• Answering incoming calls, emails, and handling inquiries from patients
• Assisting with patient registration and check-in/out procedures
• Maintaining patient records and ensuring the confidentiality of sensitive information
• Processing patient billing and handling insurance-related paperwork
• Ordering and maintaining medical office supplies
• Assisting with the preparation of reports and other administrative tasks
• Coordinating with medical professionals and staff to ensure smooth operation of the facility
• Helping to implement office policies and procedures
• Handling patient complaints or concerns, forwarding them to the appropriate department if necessary

 

Health Administrative Assistant Job Description Template

Job Brief

We are seeking a dedicated Health Administrative Assistant to manage daily administrative tasks in our healthcare facility.

Your duties will include managing patient records, scheduling appointments, and supporting our healthcare staff.

Our ideal candidate is highly organized, able to multitask, and familiar with healthcare procedures and terminology.

As a Health Administrative Assistant, you should ensure the efficient and smooth day-to-day operation of our office.

 

Responsibilities

• Organize and schedule appointments, including patient consultations and surgeries
• Prepare and update patient records while ensuring accuracy and validity of information
• Maintain a filing system for important and confidential patient documents
• Answer phone calls, provide information to callers or connect callers to appropriate people
• Prepare and distribute invoices to patients
• Assist healthcare practitioners with patient examinations and clerical duties
• Ensure stock levels of office and medical supplies and place orders when necessary
• Comply with all health and safety regulations

 

Qualifications

• Proven work experience as a Health Administrative Assistant or similar role
• Familiarity with healthcare industry and medical terminologies
• Good understanding of medical and insurance legislation
• Excellent organizational and multitasking abilities
• Proficiency in MS Office, databases and EHR systems
• Strong communication and customer service skills
• High school diploma; certification in medical administration is a plus

 

Benefits

• 401(k) retirement plan
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Health Administrative Assistant
• Work Environment: This role typically works in a healthcare office environment, but may require visits to other areas of the healthcare facility.
• Reporting Structure: This position reports to the Healthcare Administrator or Office Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $31,000 minimum to $45,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Health Administrative Assistant Do?

A Health Administrative Assistant is a professional who works in healthcare facilities such as hospitals, clinics, or medical offices.

They play a crucial role in the smooth running of these establishments by managing administrative duties.

They are responsible for scheduling patient appointments, updating and organizing patient medical records, and processing insurance claims.

They often greet patients and handle their inquiries either in person or over the phone.

In addition, they are in charge of compiling and recording medical charts, reports, and correspondence, using computer or specified software.

They ensure that all forms, supplies, and patient files are adequately maintained and updated.

Moreover, they assist in the coordination of patient flow by communicating with medical staff, answering calls, and providing necessary information.

They may also be involved in billing processes and maintaining financial records.

Strict adherence to medical and legal guidelines is imperative for a Health Administrative Assistant, as they deal with sensitive and confidential patient information.

They must also have excellent interpersonal skills as they interact with patients, their families, and medical staff on a daily basis.

The role also requires a solid understanding of medical terminology, health insurance policies, and medical billing procedures.

 

Health Administrative Assistant Qualifications and Skills

A Health Administrative Assistant should have a combination of administrative skills, healthcare knowledge, and interpersonal abilities to manage health facility operations effectively.

These include:

• Proficiency in clerical skills such as typing, file management, and scheduling to organize and maintain patient records and appointments.
• Strong knowledge of medical terminology, healthcare systems, and medical billing procedures to facilitate smooth operations within a healthcare setting.
• Excellent interpersonal skills to interact with patients, healthcare professionals, and insurance providers, ensuring clear and effective communication.
• Attention to detail to accurately handle patient records, medical histories, and insurance details, minimizing errors and discrepancies.
• Proficiency in using healthcare software and electronic health record (EHR) systems to streamline administrative tasks and improve efficiency.
• Problem-solving skills to address and resolve administrative challenges, such as scheduling conflicts or insurance claim issues.
• Understanding of healthcare laws and regulations, particularly related to patient privacy and data protection, to ensure compliance in all administrative tasks.
• Customer service skills to assist patients and their families, providing them with a positive and supportive experience during their healthcare journey.

 

Health Administrative Assistant Experience Requirements

Entry-level Health Administrative Assistants may have 1 to 2 years of experience, often obtained through internships, part-time roles, or positions in healthcare administration settings such as clinics, hospitals, or nursing homes.

These professionals can also gain on-the-job experience in roles such as Medical Secretary, Medical Records Clerk, or other healthcare administration-related roles.

Candidates with more than 3 years of experience typically have advanced their technical skills and knowledge in entry-level Health Administrative Assistant roles.

They may have additional qualifications such as familiarity with medical billing and coding, electronic health records, and medical terminology.

Those with more than 5 years of experience may have some leadership experience in their background.

This includes responsibilities like training and supervising junior staff, coordinating with medical staff, and managing patient records.

They may be ready for a managerial or supervisory role in a healthcare administration setting.

 

Health Administrative Assistant Education and Training Requirements

Health Administrative Assistants typically require a high school diploma or equivalent for entry-level positions.

However, many employers prefer candidates with a postsecondary education such as an associate’s degree in health administration, medical office management, or a related field.

These programs cover relevant topics such as medical terminology, health care systems, ethics, and legal issues.

Proficiency in computer applications is also essential, especially in the use of electronic health records (EHR) software.

In addition to formal education, training on the job is common.

This could involve learning specific medical software, billing procedures, or other tasks unique to the healthcare setting.

Although not typically required, certification as a Certified Medical Administrative Assistant (CMAA) or a Certified Administrative Health Assistant (CAHA) can provide an edge in the job market.

These certifications validate the candidate’s knowledge and skills in the field of health administration.

Continuous professional development is crucial for Health Administrative Assistants due to the ever-changing landscape of healthcare laws and technology.

Therefore, taking part in ongoing training and education courses is recommended.

 

Health Administrative Assistant Salary Expectations

A Health Administrative Assistant earns an average salary of $37,870 (USD) per year.

The salary can fluctuate based on factors such as experience, education, the size and type of healthcare facility, and the geographical location of the workplace.

 

Health Administrative Assistant Job Description FAQs

What skills does a Health Administrative Assistant need?

A Health Administrative Assistant should possess strong communication and organizational skills to manage multiple tasks efficiently.

They must have good knowledge of medical terminologies, healthcare systems, and administrative tasks.

Proficiency in computer applications and data entry, as well as attention to detail, is crucial in this role.

They should also be able to maintain patient confidentiality and professionalism at all times.

 

Do Health Administrative Assistants need a degree?

While not always necessary, some employers prefer Health Administrative Assistants to have an Associate’s or Bachelor’s degree in healthcare administration or a related field.

Relevant certifications like Certified Medical Administrative Assistant (CMAA) or Certified Administrative Health Assistant (CAHA) can also be advantageous.

Most importantly, they should have relevant experience in a healthcare setting.

 

What should you look for in a Health Administrative Assistant resume?

A Health Administrative Assistant resume should highlight their experience in managing administrative tasks in a healthcare setting, familiarity with medical terminology, and skills in using healthcare software.

Their ability to manage patient records, schedule appointments, and handle healthcare billing should also be evident.

Certifications in medical administration and experience in customer service can be additional assets.

 

What qualities make a good Health Administrative Assistant?

A good Health Administrative Assistant is highly organized, able to multitask, and has excellent attention to detail.

They should have a good understanding of healthcare procedures and medical terminologies.

Excellent interpersonal skills are necessary as they often act as a liaison between patients and healthcare professionals.

They must be able to handle sensitive information discreetly and maintain patient confidentiality.

 

What are the daily duties of a Health Administrative Assistant?

A Health Administrative Assistant typically starts their day by checking their schedules and responding to emails or voicemails.

They handle patient admission and discharge procedures, schedule appointments, and update patient records.

They also liaise with healthcare professionals, prepare reports, handle billing, and manage inventory.

They may also assist in maintaining the cleanliness of the facility.

Their day ends with ensuring all the records and schedules for the day are updated and accurate.

 

Conclusion

And so, we’ve unravelled the truth.

Today, we’ve unveiled what it genuinely means to be a Health Administrative Assistant.

Surprise, surprise!

It’s not just about managing paperwork.

It’s about shaping the future of healthcare, one administrative task at a time.

With our user-friendly Health Administrative Assistant job description template and real-world examples, you’re fully equipped to take your next step.

But don’t stop just yet!

Go beyond the surface with our job description generator. It’s your stepping stone to meticulously-crafted listings or refining your resume to flawlessness.

Bear in mind:

Every administrative task plays a significant role in the larger healthcare system.

Let’s shape that future. Together.

How to Become a Health Administrative Assistant (Complete Guide)

Workplace Wonders: Unusual Jobs That Defy Expectation

The Recession Rebels: Careers That Defy Economic Decline

The Freedom to Choose: The Most Flexible Jobs for Personal Preference

Workforce of the Future: Jobs That Will Soon Belong to AI