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Front Office Assistant
4 months ago
**Job Summary**: This position is cross-trained in several areas, providing customer service to the patients through scheduling, check-in and check-out. This role provides assistance to our patients in regards to office information, physician information, appointments, and ensures patients’ demographic and insurance information is accurate and up-to-date.
**Primary Job Responsibilities**:
1. Welcomes patients/clients/visitors, upon arrival, and directs them accordingly.
2. Facilitates patient flow and communicates delays with patients and clinical staff.
3. Uses customer service principles and techniques to communicate with patients calmly and pleasantly.
4. Explains financial requirements to the patients or responsible parties, obtains accurate billing information from patients.
5. Collects copays, and patient balances, providing information regarding them, based on collections protocol.
6. Responsible for cash handling, including balancing a till and printing batch reports and other financial transactions.
7. Responsible for keeping the reception and patient waiting areas, and office files, clean and organized.
8. Monitors medical office supplies and inventory needs, places orders and oversees office equipment.
9. Schedules appointments according to established policies and protocols.
10. Uses computerized system to match provider availability with patient’s preferences in terms of date and time.
11. Maintains scheduling system so records/patient information is accurate and complete and can be used to analyze patient/staffing patterns. Provides daily schedules to providers prior to each day’s visits.
12. Ensures that updates (e.g., cancellations or additions) are input daily into schedule.
13. Communicates as needed with physicians/clinicians and other staff about any patient concerns/issues related to scheduling. Consults with appointment manager about any system problems.
14. Follows all office policies on safety and security; HIPAA, OIG, and OSHA, along with maintaining restricted areas safe, and safeguards computer system passwords in strict confidentiality.
15. Alerts management team to assist with difficult situations as needed.
16. Performs other duties as assigned.
**Education**: High school diploma or equivalent.
**Experience**: Two year of experience in customer service or reception, preferably in a medical office setting.
**Equipment Operated**: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.
**Work Environment**: Exposure to communicable diseases and other conditions related to clinic setting. Work may be stressful due to a busy office.
**Mental/Physical Requirements**: Must possess the physical and mental abilities to perform the tasks normally associated with a Receptionist, involving sitting approximately 90% of the day with occasional standing, walking, reaching and lifting.
**Expected Hours of Work**: Standard days and hours of work are Monday through Friday 7:30 a.m. to 4:30 p.m., but may differ depending on provider schedules. Must follow attendance policy outlined in the Employee Handbook. Regular and recurrent attendance, being physically present in the office.
**Other Duties**: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
