Medical Administrative Supervisor

Medical Administrative Assistant (MAA)

Location: Convivio Health
Status: Full-Time
Reports To: Clinic Operations Leadership

About Convivio Health

Convivio Health is a multidisciplinary rehabilitation and occupational medicine practice dedicated to providing exceptional care with hospitality, compassion, collaboration, and excellence. We take pride in creating a supportive environment for patients and staff while delivering high-quality clinical services.

Position Summary

The Medical Administrative Assistant (MAA) plays a vital role in ensuring a smooth, welcoming, and efficient patient experience. This position requires a highly skilled administrative professional with strong experience in healthcare front-office operations, private insurance processes, and complex scheduling. The MAA will support daily clinic operations, including managing patient flow, coordinating schedules for three physicians, and representing Convivio Health with professionalism and empathy at all times.

Benefits

Comprehensive Insurance: Medical, Dental, Vision, Life Insurance, and Flexible Spending Account (FSA)
401(k): 4% company match
Paid Time Off: 4 weeks of PTO
Work Schedule: Monday-Friday, with free parking
Modern Facilities: Recently renovated clinic with private offices, treatment rooms, meeting spaces, and an employee-only gym
Additional Benefits: Pet insurance, wellness fund, and Continuing Education fund (certain restrictions apply)

Key Responsibilities

Front Desk & Patient Experience

• Greet, check in, and check out patients while maintaining a warm, welcoming environment.
• Manage patient flow to ensure timely provider appointments.
• Answer multi-line phones, respond to voicemails, and route calls appropriately.
• Provide concierge-level customer service aligned with Convivio Health's mission and values.

• Manage complex scheduling for three physicians, ensuring accuracy, efficiency, and responsiveness to patient needs.
• Coordinate appointment types, visit lengths, follow-ups, and special accommodations.
• Communicate schedule changes in real time to clinical staff and providers.
• Maintain awareness of clinic capacity, patient volume, and provider availability.

• Verify all private insurance plans, benefits, and eligibility prior to appointments.
• Ensure correct documentation for referrals, authorizations, and required forms.
• Collect and post copays, deductibles, and other patient-responsibility payments.
• Maintain accurate patient records in the EHR and uphold HIPAA standards.
• Process medical releases, forms, and other administrative requests.

• Manage daily front desk workflows, including inbox processing, appointment reminders, and task delegation.
• Assist with onboarding new patients and ensuring forms are complete prior to visit.
• Collaborate with clinical, operations, and billing teams to resolve issues quickly.
• Support special projects or administrative needs as assigned by leadership.

• Minimum 10 years of experience in a healthcare front-desk or medical administrative role required.
• Minimum of 3 years of supervisory experience in medical administration.
• Strong knowledge of private insurance, scheduling systems, and clinic operations.
• Proficiency with electronic health records (EHR) and standard office software.
• Excellent communication, customer service, and problem-solving skills.
• Ability to multitask in a fast-paced, team-oriented environment.
• Professional, friendly, and consistent with Convivio Health's culture of hospitality and excellence.