Office Assistant

Position Overview

The Office Assistant performs a variety of assigned clerical and patient care duties essential to the daily operations of the assigned department. Duties may include patient registration and scheduling; coordinating the physician order re-certification process; insurance verification and coordination of patient services; charge entry, cash receipt reconciliation and co-payment collection; assisting with medical record operations; greeting, registering and escorting patients; preparing exam rooms; editing and distributing clinical dictations; maintaining clinical and administrative supplies; creating patient registration packets for patients and/or the billing department; and providing front office and call center support.

Key Responsibilities

• Adhere to established department policies, procedures, quality standards, and safety standards including compliance with governmental and accreditation regulations.
• Promptly answer assigned extensions using the appropriate greeting and follow established scripts and procedures, including patient reminder calls.
• Greet and assist patients both on the telephone and in person by triaging inquiries and directing concerns to the appropriate clinical or non-clinical team members.
• Efficiently complete preliminary patient intake including updates, scanning, registration, scheduling of initial and follow-up appointments based on insurance guidelines, and messaging within the practice management system and/or electronic health record (EHR).
• Perform insurance verification and coordinate services/authorizations for patients as assigned.
• Collect and reconcile co-payments, perform charge entry reconciliation, prepare bank deposits, and maintain cash receipt logs.
• Demonstrate proficiency with the billing portion of the practice management system by managing guarantor, benefit, insurance, and referral information along with system notes.
• Assemble financial and medical record paperwork for physicians and clinical teams, assist patients with completing required office forms, and ensure accuracy and completeness of patient information.
• Register and schedule patients for various physician specialty clinics, modify physician schedules upon request, and coordinate procedures and clinics with Patient Insurance Specialists, secretaries, and nurses.
• Request and obtain referrals, medical records, or diagnostic reports from internal and external providers as needed.
• Monitor and manage case files for patients in the EHR system.
• Maintain a clean and organized waiting area, ensuring materials are restocked.
• Monitor and maintain administrative supplies at appropriate levels.
• Respond to payer-specific inquiries from patients and clinical providers as necessary.
• Participate in meetings, committees, community outreach efforts, and multi-disciplinary quality and service improvement teams representing the department and hospital.

Required Qualifications

• High School Diploma or GED required.
• 1-2 years of experience in a customer service role.
• 1-2 years of experience in a medical office or a combination of experience and education for outpatient physician centers.
• Excellent customer service with strong verbal and written communication skills.
• Basic knowledge of Microsoft Office products (Word, Excel, Outlook).
• Highly organized, process oriented, and capable of multitasking while remaining flexible and self-motivated.
• Ability to follow instructions and assist visitors or patients without compromising safety, service, or care.
• A friendly and professional demeanor, serving as the initial face and voice of the clinic.

Preferred Qualifications

• Associate's degree (A.A.) in healthcare or a related field preferred.
• Bachelor's degree in healthcare or a related field preferred.
• Less than 1 year 3 months of related experience or training in a fast-paced medical office setting for therapy/ambulatory offices preferred.

Benefits & Perks

• Compensation: $18 - $28.73 per hour