Front Office Administrative Assistant

Job Summary:

The Administrative Assistant provides critical administrative support to healthcare providers and ensures smooth office operations. This role involves managing patient records, scheduling appointments, and providing excellent customer service. The Administrative Assistant works closely with medical professionals to maintain an organized, efficient, and compliant healthcare environment.

Key Responsibilities:

Patient Scheduling and Coordination:

• Schedule patient appointments, follow-ups, and procedures while managing physician calendars to ensure optimal use of time.
• Confirm appointments, reschedule as needed, and communicate effectively with patients regarding changes.

Customer Service and Patient Interaction:

• Greet patients in a friendly and professional manner.
• Provide information regarding office policies, procedures, and services.
• Address patient inquiries and resolve issues promptly, ensuring a positive experience.

Medical Records Management:

• Maintain accurate, up-to-date patient records, including demographic and insurance information, medical histories, and treatment plans.
• Ensure compliance with HIPAA regulations and maintain patient confidentiality at all times.
• Retrieve and file patient records as needed for medical staff.

Office and File Organization:

• Ensure the medical office is organized, clean, and properly stocked with office supplies.
• Maintain both paper and electronic filing systems for patient charts and office documents.
• Support the office in day-to-day administrative functions, such as managing incoming calls, texts, emails, and correspondence.

Communication and Collaboration:

• Communicate effectively with healthcare providers, clinical staff, and patients to ensure smooth workflows.
• Collaborate with other departments (billing, medical records, etc.) to enhance operational efficiency.

Compliance and Safety:

• Adhere to all healthcare regulations and office policies, including HIPAA, OSHA, and other applicable healthcare guidelines.
• Maintain confidentiality of patient information and office protocols..

Skills and Qualifications:

• High school diploma or equivalent; certification in medical office administration preferred.
• Strong knowledge of healthcare terminology, insurance processes, and medical office procedures.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), and experience with electronic health record (EHR) software.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Knowledge of HIPAA, OSHA, and other healthcare regulations.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Detail-oriented with excellent time-management skills.
• Ability to work both independently and collaboratively in a team environment.

Physical Requirements:

• Ability to sit or stand for long periods.
• Capable of filing, lifting, and organizing medical records and office materials.

Work Environment:

• Office-based, with interactions with medical providers, staff, and patients.
• The role may involve some extended hours based on office needs.

Preferred Qualifications:

Previous experience in a medical office setting or healthcare administrative role.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Benefits:

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

Work Location: In person