Front Office Operations Assistant

12 hours ago


Springfield, Massachusetts, United States Caring Health Center Full time
Job Title: Front Office Operations Assistant

Caring Health Center is seeking a highly skilled and organized Front Office Operations Assistant to join our team. As a key member of our front office staff, you will play a vital role in ensuring the smooth operation of our facilities.

Key Responsibilities:
  • Collaborate with the Medical Practice Manager, Senior Front Office Operations Manager, and Clinical Managers to ensure seamless patient flow and quality assurance.
  • Maintain accurate minutes of all meetings.
  • Ensure consistency and continuity of patient care and flow.
  • Foster strong working relationships with Ancillary Services, Fiscal and Medical Divisions, Dental and specialty departments.
  • Monitor staff performance and maintain staff reviews.
  • Assign lunch and break time, ensuring proper staff coverage at all times.
  • Order and monitor delivery of all supplies needed for front office.
  • Collect all co-pays from patients and ensure timely reconciliation of petty cash funds.
  • Complete all staff time sheets and ensure timely delivery to payroll.
  • Maintain staff by recruiting, selecting, orienting, and training employees.
  • Perform goodwill duties for patients, answer complaints, and promote patient satisfaction.
  • Work closely with the billing department to ensure accurate and timely processing of medical encounter/billing forms.
  • Monitor timely opening and closing of facilities.
  • Greet patients and visitors with a friendly and professional manner.
  • Oversee visitor/patient activities and ensure the waiting room, front entry, and reception desk are orderly and professional in appearance.
  • Handle telephone inquiries in a professional and friendly manner.
  • Maintain confidentiality of all health center information.
Requirements:
  • Knowledge in human services/health-related field with one to two years of related experience in customer service or an Associate's Degree.
  • Strong communication, written, and interpersonal skills.
  • Basic computer skills.
  • Detail-oriented and able to work accurately and efficiently in a fast-paced environment.
  • Friendly, reliable, and professional in behavior and appearance.
  • Ability to establish and maintain effective working relationships with other employees, individuals seeking assistance, and the general public.
  • Demonstrated decision-making and problem-solving competencies.
Working Conditions:
  • This position may require the ability to work long and arduous hours.
  • This position also requires the ability to use a computer, work at a computer workstation, and have some knowledge of a keyboard.
  • Requires rotation with other Front Office personnel with little or no notice and can be between facilities.
  • In addition, you will be required to cover later clinic hours, including weekends, between any Caring Health Center locations.


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