Medical Office Assistants: Responsibilities, How to Become One, Salary, & More

Medical office assistants are an essential part of the healthcare team. They make sure that the administrative duties within a healthcare organization are taken care of, keeping the office organized, managing billing and payments, and helping keep schedules on track.

While medical office assistants are only required to have a high school diploma, many employers prefer to hire those who have earned a certification. The most widely recognized certification for medical office assistants is the Certified Medical Administrative Assistant offered by the National Healthcareer Association. 

This guide will go over what medical office assistants are, their responsibilities, average salaries, requirements to work, and more.

What is a Medical Office Assistant & Where Do They Work?

Medical office assistants can work anywhere that healthcare is provided to patients. Their job description may also include titles such as medical administrative assistant, medical secretary, medical receptionist, medical office administrators, or medical office specialists.

Medical office assistants often work in hospitals and the offices of doctors, dentists, and chiropractors. They may also work in clinics, surgical centers, long-term care centers, medical spas, and other places.

What Does a Medical Office Assistant Do? Responsibilities & Duties

Medical office assistants are responsible for keeping things in the office running smoothly. They are often the first and last person a patient interacts with during their visit and have to have excellent customer service skills. 

Duties of a medical office assistant can include:

• Maintain the office schedule. Medical office assistants make sure that patients are able to schedule or change appointments, that physicians stay on schedule, and that the office is not too busy or too slow. Medical office assistants have to keep track of how long specific appointments may take, how long it will take to clean rooms between appointments, and how often staff will need breaks. 
• Maintain accurate records. Medical office assistants are responsible for recording accurate patient information such as date of birth, contact information, allergies, and medical records. They may have to document information about patient appointments, procedures, or medication refills.  
• Protect patient health information. Medical office assistants have a responsibility to respect and protect sensitive patient information. They must ensure that hard copies of information are kept covered and that electronic records are password protected. Computers and documents should be closed or put away whenever possible.  
• Handle patient complaints. Medical office assistants are constantly interacting with patients during work. Sometimes, patients take out their frustrations on the first person they see or speak to. This is often the medical office assistant. Medical office assistants must stay calm and have good de-escalation techniques when emotions run high in the office.  
• Coordinate care between providers. Sometimes, a patient needs to receive care from several different facilities or specialists. Medical office assistants can help coordinate care between physicians, imaging specialists, therapists, and more.  
• Prioritize patient questions. Patients often call the doctor's office or hospital with questions about their health, therapies, medications, and more. Medical office assistants have to decipher which calls need to be addressed immediately by the physician and which can wait. Life-threatening emergencies should always be referred to the nearest emergency department. 
• Order and organize supplies. Keeping an accurate inventory of medical and office supplies is essential for a well-run medical organization. Medical office assistants are responsible for ensuring that medical providers always have the tools and supplies they need to take care of patients. 
• Maintain organizational morale. Medical office assistants are often tasked with things like decorating for holidays, remembering staff birthdays, and giving recognition to deserving staff members. While these things may seem small, they are an important part of maintaining a happy and productive work environment. 

Medical Office Assistant Salaries & Job Outlook

Medical office assistants earn an average of $43,380 per year or about $20.85 per hour. 

Of course, this varies depending on the state you live in, your years of experience, and any special certifications you may have.

In addition to a decent salary, medical office assistants have a good job outlook, with job opportunities expected to increase by 16% between 2023 and 2033. 

How to Become a Medical Office Assistant: Requirements & Steps

The following guidelines can get you started on your way to a successful career as a medical office assistant: 

1. Obtain your high school diploma or GED. All medical office assistants must have a high school diploma or GED. 
2. Consider getting certified. While it is not always required, earning a certification like the CMAA from the NHA can help you stand out among job applicants and even request a higher starting salary. Many healthcare organizations prefer to hire allied health professionals with certifications specific to their jobs, and earning your CMAA is one of the quickest and easiest healthcare certifications.
3. Research training programs. When researching training programs, find one that is cost-effective and time-efficient, such as our Medical Office Assistant Program here at Stepful. Many online programs are inexpensive and can be completed in just a few months. In addition, look for a program that has high graduation and certification rates. 
4. Complete your coursework. Medical office assistants will have to take classes in healthcare ethics, customer service, billing and coding, and more. Many students are able to complete their coursework while working full-time, but studying at home will always be required.  
5. Take your certification exam. The CMAA exam consists of 110 scored questions and has a 2-hour and 15-minute time limit. The exam must be taken in a testing center or with an online proctor. 
6. Apply for jobs. Websites like monster.com and indeed.com are great places to search and apply for jobs. Some training programs also offer career coaching to help you find a job. 
7. Maintain your certification. After you begin your career as a medical office assistant, make sure you remember to maintain your certification by completing your continuing education requirements and paying the renewal fee every two years. 

Skills Required to be a Successful Medical Office Assistant

Becoming a successful medical office assistant is possible for anyone who is willing to work hard. Some skills that a medical office assistant needs to develop include: 

• Customer service. Great customer service skills are essential for anyone who wants to work as a medical office assistant. Interacting with patients all day requires good phone etiquette, patience, and listening skills.  
• Medical terminology. Medical office assistants need to have a good understanding of medical terminology in order to communicate well with physicians, specialists, nurses, insurance companies, pharmacists, and patients. 
• Organization. Keeping track of schedules, supplies, phone messages, appointment changes, and patient needs requires high levels of organization. Forgetting where items are or losing paperwork can cause huge problems for the entire office. 
• Communication. Medical office assistants have to have great verbal and written communication skills. Clear communication keeps things running smoothly throughout the office and can even keep patients from harm. 
• Computer proficiency. Most medical records, appointment changes, inventory lists, and patient messages are handled through different types of computer systems. Medical office assistants need at least a basic understanding of electronic health records and spreadsheets. 
• Empathy. Patients in medical settings are often sick, stressed, or scared. Medical office assistants can help them feel more comfortable by responding with empathy. 

Medical Assistant vs. Medical Office Assistant

While medical assistants and medical office assistants often work in the same types of organizations, their roles and responsibilities are quite different. 

Medical office assistants' responsibilities are primarily administrative. They spend their days dealing with paperwork, answering phone calls, organizing supplies, and scheduling appointments. They may spend most of the day at their desk or only walking short distances to make copies or take inventory of equipment. 

Medical assistants, on the other hand, mostly deal with patient care tasks. They measure vital signs, collect urine and blood samples, assist with bedside procedures, and place dressings on small wounds. Some medical assistants may also handle some administrative tasks, but the roles are usually distinct and separate from one another. 

Here at Stepful, we also have an Online Medical Assistant Program if that career sounds more interesting to you. It takes one more month than our Medical Office Assistant Program but has the same career coaching and job search support.