Medical Administrative Assistant

HRG Retained Search • Lexington, KY

2d

About The Position

As a Medical Administrative Assistant, you will be crucial in supporting the administrative and data management functions within a pathology department or medical facility. Your responsibilities will primarily revolve around organizing, managing, and maintaining medical data and records and providing secretarial support to the pathology team. Key Responsibilities: Data Management: Accurately input, update, and maintain medical data and records using electronic health record (EHR) systems or other specialized software. Ensure the integrity, confidentiality, and security of medical records in compliance with regulatory standards (e.g., HIPAA). Retrieve and compile patient information, laboratory results, diagnostic reports, and other relevant data as needed by healthcare professionals. Administrative Support: Schedule appointments, meetings, and procedures for patients and medical staff. Manage incoming and outgoing correspondence, including emails, phone calls, and faxes. Assist in preparing and distributing medical reports, presentations, and other documents. Maintain an organized filing system for medical records and documents. Pathology Support: Coordinate with pathologists, laboratory technicians, and other healthcare professionals to ensure efficient workflow within the pathology department. Assist in preparing and processing tissue samples, including labeling, tracking, and documentation. Collaborate with medical staff to manage pathology-specific tasks such as autopsy reports, specimen collection, and laboratory tests. Communication and Liaison: Serve as a point of contact for patients, healthcare providers, and external stakeholders regarding medical data inquiries, appointment scheduling, and other administrative matters. Communicate effectively with internal team members to relay important information and ensure smooth operations. Quality Assurance and Compliance: Participate in quality assurance activities related to data accuracy, completeness, and timeliness. Adhere to established protocols and procedures to maintain compliance with regulatory standards and institutional policies. Qualifications: High school diploma or equivalent; associate or bachelor's degree in healthcare administration, medical assisting, or related field preferred. Proven experience in medical administration, data entry, or healthcare support roles. Familiarity with medical terminology, pathology procedures, and electronic health record systems. Strong organizational skills with keen attention to detail and accuracy. Excellent communication skills, both verbal and written. Ability to multitask, prioritize workload, and work effectively in a fast-paced environment. Proficiency in computer applications such as Microsoft Office (Word, Excel, Outlook) and EHR software. Knowledge of relevant regulatory requirements (e.g., HIPAA) and medical ethics. About Us: Founded in 1967, Pathology and Cytology Labs LLC began as a small regional laboratory with a simple mission: provide accurate, timely diagnostic services to healthcare providers. Over five decades, we've grown into a nationally recognized leader in diagnostic pathology, while maintaining our commitment to personalized service and clinical excellence. From our Kentucky headquarters, we now serve over 40 hospitals and healthcare systems across the United States. Our growth has been driven by continuous investment in cutting-edge technology, from molecular diagnostics to AI-enhanced pathology, ensuring we stay at the forefront of medical innovation. Today, we're proud to offer next-day turnaround times, comprehensive molecular testing, and digital pathology solutions that help our partners deliver better patient outcomes while reducing costs and improving efficiency.

Requirements

• High school diploma or equivalent; associate or bachelor's degree in healthcare administration, medical assisting, or related field preferred.
• Proven experience in medical administration, data entry, or healthcare support roles.
• Familiarity with medical terminology, pathology procedures, and electronic health record systems.
• Strong organizational skills with keen attention to detail and accuracy.
• Excellent communication skills, both verbal and written.
• Ability to multitask, prioritize workload, and work effectively in a fast-paced environment.
• Proficiency in computer applications such as Microsoft Office (Word, Excel, Outlook) and EHR software.
• Knowledge of relevant regulatory requirements (e.g., HIPAA) and medical ethics.

Responsibilities

• Accurately input, update, and maintain medical data and records using electronic health record (EHR) systems or other specialized software.
• Ensure the integrity, confidentiality, and security of medical records in compliance with regulatory standards (e.g., HIPAA).
• Retrieve and compile patient information, laboratory results, diagnostic reports, and other relevant data as needed by healthcare professionals.
• Schedule appointments, meetings, and procedures for patients and medical staff.
• Manage incoming and outgoing correspondence, including emails, phone calls, and faxes.
• Assist in preparing and distributing medical reports, presentations, and other documents.
• Maintain an organized filing system for medical records and documents.
• Coordinate with pathologists, laboratory technicians, and other healthcare professionals to ensure efficient workflow within the pathology department.
• Assist in preparing and processing tissue samples, including labeling, tracking, and documentation.
• Collaborate with medical staff to manage pathology-specific tasks such as autopsy reports, specimen collection, and laboratory tests.
• Serve as a point of contact for patients, healthcare providers, and external stakeholders regarding medical data inquiries, appointment scheduling, and other administrative matters.
• Communicate effectively with internal team members to relay important information and ensure smooth operations.
• Participate in quality assurance activities related to data accuracy, completeness, and timeliness.
• Adhere to established protocols and procedures to maintain compliance with regulatory standards and institutional policies.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED