Administrative Assistant - Full Time

Front Desk / Administrative AssistantThe Front Desk Lead / Administrative Assistant is responsible for overseeing front desk operations while ensuring efficient patient registration, administrative workflow, and superior customer service. This role combines leadership responsibilities with hands-on administrative duties to support daily operations, maintain compliance, and enhance patient experience.Key Responsibilities/ Essential Duties and ResponsibilitiesFront Desk & Patient RegistrationGreet patients in a professional and courteous manner upon arrivalAccurately enter patient demographic, insurance, and financial informationCollect co-pays, deductibles, and co-insurance paymentsMaintain patient logs, charts, and documentationPerform patient check-in and check-out processes, including exit interviewsAdministrative & Clerical DutiesAnswer, screen, and direct incoming callsManage emails, documentation, scanning, faxing, and filingMaintain daily financial logs and perform cash reconciliationPrepare reports, patient records, and informational packetsEnsure proper documentation for billing and complianceLeadership & CoordinationSupport and guide front desk staff to ensure smooth workflowMonitor daily operations and address inefficienciesAssist in training new staff membersCoordinate with clinical and administrative teamsCustomer ServiceMaintain a high level of professionalism and patient satisfactionAddress patient concerns and escalate issues when necessaryCommunicate effectively with patients, families, and staffCompliance & QualityEnsure compliance with HIPAA, OSHA, and facility policiesParticipate in quality improvement and safety programsAudit charts and maintain accurate recordsInventory & Resource ManagementMaintain adequate supplies and inventory at the front deskAssist in ordering and stocking necessary materialsSafety & OperationsMaintain a clean, safe, and organized work environmentReport any safety concerns or equipment issues promptlyCore CompetenciesProfessional MaturityResponsibilityCommunicationFlexibilityIntelligenceEnergeticOrganizedComputer SavvyCustomer ServiceJob Knowledge/Technical KnowledgeIntegrity and RespectInterpersonal CommunicationCollaboration and PartnershipManages ChangeProblem SolvingAttention to DetailOrganizationJudgmentTeamworkQualityAccountabilityKPIsPatient Registration Accuracy: Maintain = 98% accuracy in patient demographic, insurance, and financial data entryPatient Check-In Time: Complete patient registration within 5–10 minutes on averageCall Handling: Answer = 90% of incoming calls within 3 rings and route appropriatelyPayment Collection: Ensure 100% collection of applicable co-pays, deductibles, and balances.Document Processing: Complete scanning, filing, and documentation updates within the same business day (= 95%).Daily Reconciliation: Maintain 100% accuracy in cash logs and financial records with no discrepancies.Patient Satisfaction: Achieve = 90% positive patient feedback related to front desk experience.HIPAA & Compliance: Maintain 100% compliance with HIPAA and regulatory requirements.Task Completion: Complete = 95% of assigned tasks within established timelines.Attendance & Punctuality: Maintain = 98% adherence to scheduled shifts and attendance policies.Marginal DutiesAssisting clinical staff with basic non-clinical tasks when neededSupporting other departments during high patient volumeHelping with onboarding paperwork for new hiresCovering front desk duties for other shifts or locationsAssisting with inventory checks or supply restockingParticipating in meetings, trainings, or special projectsPerforming additional administrative tasks as assigned by managementRequirementsQualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.Education & Experience:High school diploma or equivalent.1-3 years office experience in a health care setting preferred.Previous customer service experience preferred.Must be able to effectively communicate with customers both in person, and over the telephone.Must have understanding of basic medical terminologySkills:Basic computer skill