Day in the life
A Day in the Life of a Medical Administrative Assistant
What medical administrative assistants actually do from the start of a shift to the end: the tasks, tools, schedule and realities of the job.
Open the front desk, log into the EHR and review today’s schedule for missing insurance information. From there, the day usually includes schedule, confirm and reschedule patient appointments, register new patients and update demographic information, and verify insurance eligibility and obtain prior authorizations. Most work full-time during business hours. Urgent care and hospital roles may include evenings, weekends or rotating shifts.
Hour by hour: a typical shift
No two days are identical, but this timeline reflects a realistic day for a medical administrative assistant working full time.
- Open the front desk, log into the EHR and review today’s schedule for missing insurance information.
- Check in morning patients, scan IDs and insurance cards, and collect copays.
- Call insurers to verify eligibility for tomorrow’s new patients.
- Process a records request and send a referral with clinical notes to a specialist.
- Return patient voicemails and reschedule appointments for a provider who is out sick.
- Submit prior authorization requests for imaging ordered this morning.
- Balance the cash drawer, send appointment reminders and close the front desk.
Where medical administrative assistants work
Medical administrative assistants work in physician offices, hospitals, outpatient clinics, dental practices and specialty centers. The work is mostly at a desk and computer, with constant interaction with patients, providers and insurance companies. The front desk can be busy and noisy.
Hours and schedule
Most work full-time during business hours. Urgent care and hospital roles may include evenings, weekends or rotating shifts.
Tasks you’ll do most often
- Schedule, confirm and reschedule patient appointments
- Register new patients and update demographic information
- Verify insurance eligibility and obtain prior authorizations
- Collect copays and post payments
- Manage referrals, records requests and faxes
- Maintain electronic health records and patient privacy
- Answer phones and route messages to clinical staff
Tools you’ll use every day
- EHR systems such as Epic, Cerner or athenahealth
- Practice management and scheduling software
- Insurance payer portals
- Multi-line phone systems
- Card readers and payment terminals
- Document scanners and fax software
The best and hardest parts of the job
What people like
- Quick entry: certificates take months, not years
- Steady demand in every community
- Indoor, mostly regular hours
- A path into billing, coding and practice management
What’s hard
- Handling frustrated or anxious patients
- Juggling phones, check-ins and paperwork at once
- Insurance rules change constantly
- Pay is modest at entry level
You’ll likely thrive if…
- I like helping people in person and on the phone
- I can handle several tasks at the same time
- I’m careful with details like names, dates and numbers
- I stay calm when someone is upset
- I’m comfortable learning new software
- I want a healthcare job without clinical tasks
Not sure? Take the free Medical Administrative Assistant fit quiz or the Career Match Quiz.
Staying safe on the job
- Protect patient privacy: lock screens and never discuss patients in public areas
- Verify identity with two identifiers before sharing information
- Follow office procedures for aggressive or disruptive visitors
- Practice hand hygiene when handling cards, pens and clipboards