Medical Assistant/Receptionist

ROLE OVERVIEW

The Clinical MA is the engine that keeps each clinic day running on time. This role demands spine-specific clinical knowledge, sharp attention to detail, and a genuine drive to deliver an outstanding patient experience. You will work closely with the RN, supporting daily clinical operations while developing the skills needed to provide backup coverage when needed. In the right candidate, there is real opportunity for this role to grow - including the ability to step in on RN days off.

CORE RESPONSIBILITIES

Chart Prep & Readiness

• Review upcoming patient charts for completeness: imaging, referral notes, prior specialist visits, and prior injections
• Proactively flag incomplete records before clinic day; pre-load imaging and documents so the provider enters the room informed
• Prepare patient history summaries to reduce provider time at intake
• On non-clinic days, complete chart prep and administrative follow-through as directed by the RN

Registration & Front Desk Operations

• Greet and register patients in a warm, professional manner at every encounter
• Collect and verify patient demographics, insurance information, and consent documentation
• Manage patient check-in and check-out processes efficiently

Patient Intake & Flow

• Room patients efficiently; verify and document chief complaint, medications, allergies, and pain scores
• Deliver a warm, professional patient experience at every encounter
• Pull up relevant imaging and notes in the room before the provider enters
• Maintain clinic flow - communicate patient readiness to the RN and provider in real time

Clinical Support

• For non-operative patients, assist in executing the care plan as directed by the provider
• Support the RN with patient calls, imaging follow-up, and inbox management as directed
• Prepare exam rooms; restock supplies, dermatome sheets, and patient education materials
• Ask questions proactively when clinical situations are unclear - curiosity and initiative are valued

Phone Calls & Triage

• Answer incoming calls promptly; triage and route appropriately with good clinical and administrative judgment
• Conduct follow-up calls as directed by the RN or Practice Administrator
• Communicate clearly with patients about scheduling, preparation instructions, and next steps

Scheduling

• Schedule new patient appointments, follow-ups, and referrals with accuracy
• Coordinate with the RN on surgical and clinical scheduling
• Monitor and fill scheduling gaps proactively to maximize clinic capacity

Administrative Support

• Assist with prior authorizations, referral intake, and insurance verification as directed
• Maintain organized patient records in the EMR; ensure accuracy at every encounter
• Support the Practice Administrator with office coordination tasks as needed

Professional Conduct & Team Culture

• Participate actively and constructively in the daily team huddle and team meetings
• Maintain open, proactive communication with Dr. Leschke and the team throughout the day
• Receive feedback with openness and apply it - continuous improvement is a shared value here
• Communicate directly and constructively; bring solutions and positive energy to every interaction
• Model the practice’s core values in every patient and team interaction: trust, collaboration, doing right
• Embrace the startup nature of this practice - be flexible, be curious, and help build what doesn’t exist yet

QUALIFICATIONS

• Certified Medical Assistant (CMA or RMA) preferred; equivalent clinical experience considered
• Experience in a specialty clinic setting; neurosurgery, spine, or orthopedics a strong plus
• Attention to detail; demonstrated ability to work at pace in a high-volume clinical environment
• Experience in a hybrid or remote clinical coordination role is a strong plus
• Strong EMR proficiency; ability to document in real time is essential; experience with eClinicalWorks preferred
• Demonstrated ability to function independently without daily in-person supervision
• Approved professional background screening
• Sit, walk, stand, bend, squat, climb, kneel, twist, and lift up to 30 pounds independently

Pay: $23.66 - $28.50 per hour

Benefits:

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

Experience:

• spine, neurosurgery or orthopedics: 1 year (Required)

License/Certification:

• certified medical assistant or LPN (Required)

Work Location: Hybrid remote in Appleton, WI 54915