Michigan Pain Consultants (ProCare Pain Solutions) is hiring for a full-time Clinical Administrative Assistant/Medical Records role for their Grand Rapids clinic. We offer employees competitive wages, paid holidays, and paid time off. Employees can expect no night, weekend, or holiday shifts. Full-time employees are also eligible for generous paid time off and a 401k profit sharing plan after one year of service.

Clinical Administrative Assistant/Medical Records functions to support general medical office activities in order to maintain an efficient and effective office operation. This position is the first contact with patients and business relations, and therefore, requires providing a high level of customer service during all interactions, both in person and on the phone. Clinical Administrative Assistant work under the direction and supervision of the site Manager or his/her designee.


  • Applicant must have means to and be available to travel as necessary for orientation and training.
  • Successful completion of orientation and required skill sets


  • High School diploma or equivalent
  • Knowledge of medical office processes and functions


  • Medical Secretary Program graduate

Work Experience:

  • Two years of relevant medical clerical experience or vocational training


  • 3 years experience in a medical office practice
  • Experience in a multi-physician office
  • Experience handling multi-line phone system

Professional Skills:


  • Effective verbal and written skills
    Customer Service:

  • Excellent customer service skills with focus on patient satisfaction
  • Able to protect confidential patient information
  • Able to communicate with demanding customers in a polite and efficient manner

Team Skills:

  • Demonstrate ability to participate as an effective team member
  • Technical:

  • Knowledge of medical terminology
  • Competent computer skills in Microsoft Office and Windows
  • Basic office skills: filing, data entry, typing
  • Basic office machine usage: fax, copier, postage machine, printer, 10 key adding machine, scanning
  • Multi-line phone triage skills including transferring calls, taking and delivering messages, phone etiquette, etc.


Telephone Standards

  • Standard check-in greeting
  • Each voicemail box assigned to a person

Check-in Standards

  • Verify demographic information (per site protocol)
  • Check all patient alert notes and follow instructions
  • Scan current insurance card
  • Uphold customer service standards
  • Maintain tidiness of waiting / reception area
  • Maintain HIPAA confidentiality standards
  • Inform patients of appointment delays
  • Make appointments for vendor’s presentations
  • Collect copay/balances

Check-out Standards

  • Check all patient alert notes and follow instructions
  • Schedule follow up appointments
  • Schedule outside referrals
  • Print Follow Up Care Instructions
  • Complete insurance authorization processes for outside referrals and diagnostic tests as needed
  • Remind patients to call clinic with questions or schedule changes
  • Maintain tidy work area
  • Uphold customer service standards


Medical Records Skills

  • Demonstrate ability to accurately and appropriately use computerized practice management system to assist in medical records duties
  • Follow appropriate internal standards, policies and procedures to insure completeness of patient record
  • Demonstrate knowledge of regulatory issues as they pertain to personal medical information
  • Document and share pertinent changes in patient or schedule information with all affected staff
  • Examines patient medical records for completeness ensuring all required information is included; researches and resolved discrepancies

Administrative Skills

  • Provide support for clinical staff regarding preparation and maintenance of medical records
  • Communicate with clinic staff to insure the accuracy and completeness of patient information
  • Process incoming and outgoing correspondence and requests for medical records
  • Process incoming monies for medical records requests and maintain Cash Log

Quality Management

  • Adhere to HIPAA regulations in relationship to third party requests for Protected Health Information
  • Utilize knowledge of internal policies and how they relate to information contained in the patient record
  • Understand the relationship of medical records preparation and follow up in relationship to patient scheduling


  • Independently mobile to perform job tasks
  • Approximately 99% of time sent sitting
  • Moderate to heavy computer and phone use
  • Able to lift up to 30 pounds
  • Auditory and visual skills


  • Fast paced, demanding office environment
  • Exposure to a variety of attitudes and personalities from patients and visitors
  • Multiple interruptions