Front Desk Assistant - Bilingual

Position Summary

The Front Desk Assistant supports the daily front office operations with busy schedules and high patient volumes. This position serves as a primary point of contact for patient and is responsible for providing professional, efficient, and courteous service throughout the patient experience.

The role includes patient check in and check out, appointment scheduling, insurance verification, collecting payments, answering phones, maintaining accurate patient records, and coordinating communication between patients, providers and clinical staff. The position requires strong organizational skills, knowledge of medical terminology, and the flexibility to travel to various clinic locations as needed.

Job Type

Non-Exempt, Full-Time, On-Site (remote work not available)

Work Schedule

Assigned schedule will vary within the following operating hours:

Monday - Saturday 8:00AM - 8:00PM

Overtime may be required based on operational needs.

Reporting

Employee will report to the Office Manager and Regional Manager.

Key Responsibilities

Patient Reception & Front Desk Support

• Greet patients and visitors in a professional, friendly, and courteous manner.
• Manage patient check-in and check-out efficiently.
• Confirm and update patient demographic and contact information at each visit.
• Verify insurance coverage, eligibility, and required patient information.
• Collect co-pays, deductibles, balances, and other patient payments as applicable.
• Provide receipts and accurately document payments within the appropriate system.
• Schedule, reschedule, and cancel patient appointments according to office procedures.
• Schedule follow-up appointments, procedures, and other services as directed.
• Assist with maintaining provider schedules and notifying appropriate staff of scheduling concerns or changes.
• Assist patients with completing required forms and registration documents.
• Monitor patient flow and communicate delays or concerns to patients and appropriate clinical staff.
• Maintain a clean, organized, and professional front desk and waiting room area

Phone & Patient Communication

• Answer incoming telephone calls promptly and professionally.
• Route calls and messages to the appropriate provider, department, or staff member.
• Take clear and accurate patient messages and document them appropriately.
• Respond to general patient questions within the scope of the position.
• Communicate appointment instructions, office information, and scheduling updates to patients.
• Contact patients regarding appointment confirmations, cancellations, rescheduling, or other administrative matters.
• Maintain professional and respectful communication with patients, family members, providers, pharmacies, insurance representatives, and other healthcare offices.

Insurance & Administrative Support

• Verify insurance eligibility and coverage prior to or at the time of patient appointments.
• Obtain and maintain accurate copies of insurance cards, identification, and required patient documents.
• Identify insurance or authorization concerns and notify the appropriate staff member for follow-up.
• Assist with referral and authorization-related administrative tasks as assigned.
• Scan, upload, download, fax, and appropriately file patient documents.
• Process incoming and outgoing medical records and correspondence according to office procedures.
• Maintain accurate and up-to-date patient information within the Electronic Health Record (EHR) system.
• Review patient accounts for outstanding balances or missing information as appropriate.
• Assist with incoming mail, faxes, forms, and other front office documents.
• Maintain confidentiality of patient information and comply with HIPAA and all applicable privacy requirements.
• Assist providers, managers, and clinical staff with administrative tasks as needed.
• Communicate effectively with back-office staff to support efficient patient flow.
• Follow established office policies, procedures, and regulatory requirements.

Please note this list is not exhaustive, and additional duties may be assigned based on operational needs.

Qualifications

Education

• High school diploma or equivalent required.

Experience

• Minimum of 2 years of front desk, medical receptionist, or similar experience in an internal medicine, primary care, or other healthcare setting preferred.
• Experience working in a high-volume medical office strongly preferred.
• Previous experience with patient scheduling, insurance verification, and medical office procedures preferred.

Skills & Competencies

• Medical Office Knowledge: Familiarity with medical terminology, insurance verification, patient registration, and general internal medicine office procedures.
• EHR Skills: Ability to accurately navigate and document information within Electronic Health Record and practice management systems.
• Customer Service: Ability to provide professional, courteous, and compassionate service to patients and visitors.
• Communication: Strong verbal, written, and interpersonal communication skills.
• Organization: Excellent organizational skills and attention to detail.
• Multitasking: Ability to prioritize multiple responsibilities in a fast-paced environment with frequent interruptions.
• Problem-Solving: Ability to handle unexpected situations, scheduling concerns, and patient issues calmly and efficiently.
• Confidentiality: Ability to appropriately handle confidential patient and employee information.
• Teamwork: Ability to work cooperatively with providers, managers, clinical staff, and other team members.
• Professionalism: Must maintain a professional appearance and demonstrate friendly, cooperative, caring, and calm behavior.

Travel

• Travel to various clinic locations may be required to provide front desk coverage and operational support.
• Employee must maintain active automobile insurance when driving for company business.
• Mileage reimbursement may be available in accordance with company policy.
• Employee is responsible for timely arrival at assigned clinic locations.

Work Location

In-office only; remote work is not available.

Dress Code

All employees are required to report to work neatly groomed and professionally dressed. Employees may be required to wear scrubs or other appropriate work attire depending on the position and clinic assignment.

Closed-toed shoes must be worn. Facial piercings are not permitted, and tattoos must be covered.

Benefits

• Medical, Dental, and Vision: Available to full-time employees after 30 days of employment. PPO and HMO options are available. (employer’s premiums contributions may change with notice)
• **401(K): **Eligibility for participation in the company’s 401(k) plan, with employer matching based on plan terms and eligibility (Pending eligibility requirements)
• Life Insurance
• **Paid Time Off (PTO): **May be eligible for PTO based on company policy, provided a minimum of 72 hours is worked per pay period. PTO must be used during employment; unused PTO is paid upon separation per California law
• Sick Time: Provided annually per California Law; front loaded each January 1 with no carryover.

Note: The company does not provide holiday pay.

Language:

• Fluent in English and Spanish required

Skills & Competencies:

• Technical Skills: Ability to operate medical equipment, perform routine lab tests, and use EHR systems effectively
• Medical Knowledge: Proficiency in medical terminology, internal medicine procedures, and pharmacology
• Problem-Solving: Ability to handle unexpected situations calmly and efficiently.
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize tasks effectively
• Strong verbal, written, and interpersonal communication skills.
• Other: Must maintain a professional appearance along with friendly, cooperative, caring, and clam behavior

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform functions.

• Ability to remain seated for the duration of the work shift while performing front office and administrative duties.
• Occasional standing and walking throughout the clinic.
• Frequent use of hands, fingers, and wrists for computer and office tasks.
• Occasional bending, reaching, and stooping.
• Ability to lift, carry, push, or pull up to 15 pounds.
• Visual and auditory ability to effectively communicate with patients, providers, and staff, and to view computer screens and clinic equipment for extended periods

Pre-Employment Requirements

Employment may be contingent upon successful completion of verification of work eligibility

Equal Employment Opportunity (EEO) Statement

Cajon Medical Group. is an Equal Opportunity Employer. We do not discriminate based on race, color, religio n, sex

(including pregnancy), gender identity or expression, sexual orientation, national origin, age, disability, genetic information, veteran

status, or any other characteristic protected under applicable federal, state, or local law.

Employment with Cajon is on an "at-will" basis. This means Employment may be terminated at any time, with or without notice and with or without cause.

Likewise, we respect your right to leave the Company at any time, with or without notice and with or without cause

Job Type: Full-time

Pay: $18.00 - $19.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Medical receptionist: 2 years (Required)

Language:

• Spanish, English (Required)

Ability to Commute:

• San Bernardino, CA 92404 (Required)

Ability to Relocate:

• San Bernardino, CA 92404: Relocate before starting work (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person