Audiology Administrative/Front Desk Support

Position Summary

The Audiology Administrative/Front Desk Support position provides administrative and front-desk support to ensure the smooth functioning of the Audiology Department. This role focuses on scheduling, call management, visitor reception, payment processing, authorization tracking, mail handling, and coordination of administrative tasks that support clinic operations.

Essential Duties and Responsibilities

☒ Regular and dependable on-site work required to perform all job duties.

The essential functions include, but are not limited to the following:

Main Duties:

· Manage and monitor the Audiology Department phone line and auto-attendant system, answering incoming calls, triaging inquiries, and routing calls to the appropriate staff.

· Check voice messages regularly and ensure responses are completed within established timelines.

· Process incoming faxed referrals, authorizations, and medical records by verifying patient information to prevent duplicate charts; registering new patients as needed; entering demographic, insurance, and authorization details; uploading required documentation to NextGen; scheduling appointments and sending reminders when applicable; routing referrals appropriately based on service type; ensuring releases of information are current prior to records disclosure; documenting all records sent or received; and forwarding non-audiology records, out-of-network authorizations, employment verifications, and speech or preschool records to the appropriate staff.

· Schedule audiology appointments according to department procedures.

· Confirm audiology appointments following established clinic procedures

· Assist families with appointment questions, rescheduling, and general support.

· Submit authorization requests for services to be rendered by the speech and hearing providers

· Responsible for ensuring that authorizations are received and are accurate prior to provider rendering services.

· Verify and document insurance benefits and correct registration information.

· Submit documentation to external management centers and maintain current authorizations for approved SLP and AVT services (CCS).

• Assist with medical record organization within the electronic medical record system (creating charts, uploading documents, maintaining clinical files).

· Transfer historical paper files into EMR as needed

· Obtain pertinent demographic information and update demographics for returning families in database.

· Assist the Director of Audiology in preparing for monthly billing, including gathering documentation, verifying visit information, and organizing required reports or records.

· Provide clerical support to the Director of Audiology, Lead Audiology Assistant, or designee.

Supplemental Duties (Front Desk Backup):

· Provides front desk/reception assistance, which includes the following: answering incoming calls, answering the gate, receiving payments and donations, assisting in daily banking, receiving, sorting and routing mail, following emergency procedures, greeting all visitors and maintaining a safe and clean working environment by complying with organizational rules and regulations.

· Help receive and record payments for audiology, speech services and sales following established financial procedures.

· Other duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

· Maintain consistent attendance and punctuality.

Ability to work effectively in a fast-paced, high-volume environment while managing multiple priorities.

• High School Diploma and Medical Training
• Knowledge of medical office procedures
• Knowledge of medical coding and third-party operating procedures and practices
• Minimum 2 years medical experience
• Strong computer and internet skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required
• Must be a self-starter with excellent interpersonal and communication skills
• Must be efficient with strong attention to detail
• Must have strong customer support orientation (for internal/external customers), demonstrated professional demeanor, and the ability to maintain confidential information
• Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving
• Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information

Fluent in Spanish a must

Job Type: Full-time

Pay: From $26.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Required)

Experience:

• Customer service: 1 year (Required)

Language:

• English and Spanish (Required)

Work Location: In person