Administrative Assistant - Medical Office in Saint Petersburg, Florida at CHILDRENS ORTHOPAEDICS AND SCOLIOSIS SURGERY ASSOC

Children’s Orthopaedic & Scoliosis Surgery Associates (COSSA) is seeking an organized, detail-oriented Front Office Administrative Assistant to support our practice, patients, and physicians.

This position plays an important role in keeping daily operations running smoothly by managing administrative requests, maintaining accurate information, and following assigned tasks through to completion. It is a behind-the-scenes administrative role that includes outbound patient calls and scheduling support, without routine reception or check-in/check-out responsibilities.

What you’ll do

• Reconcile orders and follow up on outstanding administrative items.
• Monitor and manage the Front Office Inbox and designated scheduling email inboxes, including assigned referral and physician assistant requests.
• Make outbound patient calls to schedule appointments, obtain information, and coordinate next steps.
• Review and route patient portal messages to the appropriate staff, completing administrative requests within the scope of the role.
• Coordinate correspondence and administrative follow-up with brace companies and other outside service providers.
• Process incoming faxes, preload patient information, and index documents in the electronic medical record, including assisting with excess document volume.
• Review fax processing and document indexing for accuracy, completeness, and proper routing; correct discrepancies as needed.
• Identify and resolve routine Link Logic and interface errors using established procedures, escalating unresolved issues to the appropriate team.
• Document actions and communicate with physicians, staff, and patients to support timely follow-through.
• Provide additional administrative support for daily practice operations.

What we’re looking for

Someone who enjoys organizing work, working through details, and taking ownership of assigned responsibilities. Strong communication, sound judgment, and the ability to prioritize and work independently are essential. This individual should be comfortable learning systems, identifying discrepancies, and resolving routine administrative issues.

Previous medical office or healthcare administrative experience is preferred, along with familiarity with electronic medical records, document management, scheduling systems, and Microsoft Outlook.

Work location

This is an onsite position with flexibility to work from either our St. Petersburg or Tampa office.

• Associate’s or Bachelor’s degree preferred (not required)
• Ability to interpret and accurately understand medical benefits, with a strong focus on Explanation of Benefits (EOB) statements
• Demonstrated experience in charge entry, insurance verification, and benefit collections strongly preferred
• Strong customer service skills with the ability to multitask in a high-volume setting
• Prior experience in a medical practice or billing department (orthopaedics a plus)
• High attention to detail, accuracy, and follow-through
• Longevity and growth in previous positions highly valued
• Proficiency with EMR systems (Athena/EPIC/Phreesia or similar), Microsoft Outlook, and related programs
• Critical thinking, professionalism, and articulate communication skills required
• Bilingual Spanish strongly preferred but not required

Benefits

• Competitive starting salary with performance-based incentives
• Paid time off and generous holiday schedule
• Employer-paid medical plan options; dental and vision available
• Profit-sharing retirement plan
• Life insurance plan
• Employee referral bonus program
• Opportunities for growth and cross-training within a dynamic practice