Front Office Assistant I/II/III/Lead

Job Title: Front Office Assistant I/II/III/Lead

Duration- 3 months
Location- Newport Beach, CA 92660

Pay rate- $20/hr - $25/hr

POSITION SUMMARY

The Front Office Assistant provides clerical and front-office support for the Outpatient Treatment Center. The position supports patient registration, scheduling, communication, documentation, and administrative operations while ensuring efficient patient flow and a high level of customer service.

The Lead level additionally coordinates daily front-office operations, assigns work, supports team members, and assists with training, performance, and workflow management.

KEY RESPONSIBILITIES

• Greet patients and visitors promptly and courteously.
• Answer phones and assist walk-in patients, physicians, staff, and visitors with accurate and timely information.
• Register patients and collect demographic and clinical information for the medical record.
• Schedule patient appointments and provide appointment notifications and reminders.
• Obtain required documentation for new patients and treatment appointments.
• Prepare and organize patient charts and documentation.
• Enter and scan documents into EPIC and maintain complete medical records.
• Coordinate scheduling with clinical and other departments as needed.
• Print and distribute daily nursing schedules.
• Maintain appropriate levels of forms and front-office supplies.
• Respond appropriately to patient inquiries and complaints and troubleshoot issues as needed.
• Complete patient pre-admission information prior to treatment.
• Collect applicable patient charges at the end of the day.
• Maintain quality checklists and support departmental quality improvement initiatives.
• Maintain front-office equipment and arrange service when required.
• Follow departmental SOPs, quality requirements, safety procedures, and regulatory standards.
• Maintain confidentiality of patient and organizational information.
• Perform other duties as assigned.

ADDITIONAL LEAD RESPONSIBILITIES

• Coordinate and oversee daily front-office operations.
• Assign duties and projects based on departmental priorities.
• Train, coach, and support new and existing team members.
• Participate in interviewing and selection of new team members.
• Conduct and document employee orientation.
• Provide input for performance evaluations and address performance deficiencies according to policy.
• Organize and participate in team meetings.
• Monitor workflow, staffing, and departmental resources.

REQUIRED QUALIFICATIONS

Front Office Assistant I:

• High School Diploma or equivalent.
• Minimum 1 year of clerical experience.
• Basic telephone, filing, calculator, and keyboarding skills.
• Minimum keyboarding speed of 35 WPM.
• Basic knowledge of Microsoft Office, including Outlook, Word, and Excel.
• Excellent communication, customer service, organization, and interpersonal skills.

Front Office Assistant II:

• Minimum 1 year of medical front-office experience, preferably in an acute healthcare environment.
• Knowledge of basic medical terminology.
• Ability to work with patients, families, physicians, staff, and insurance companies.

Front Office Assistant III:

• Minimum 2 years of medical front-office experience, preferably in an acute healthcare environment.
• Working knowledge of medical terminology.
• Strong understanding of medical insurance procedures.
• Strong troubleshooting and problem-solving skills.

Front Office Assistant Lead:

• Minimum 3 years of front-office experience in an acute healthcare environment.
• Strong troubleshooting, communication, training, management, and leadership skills.
• Intermediate Microsoft Office knowledge.
• Spanish language skills.
• Preferred: 1 year of supervisory experience and an Associate or Bachelor's degree in a healthcare-related field.

PREFERRED QUALIFICATIONS

• Medical front-office experience.
• Patient registration and scheduling experience.
• Insurance verification experience.
• Knowledge of registration/order-entry systems.
• Knowledge of medical terminology.
• EPIC or similar electronic medical record experience.

ADDITIONAL REQUIREMENTS

• Position may require local travel between Client locations.
• Occasional meetings outside normal business hours, including evenings and/or weekends, may be required.
• Must maintain professional communication, teamwork, attention to detail, and customer-focused service.
• Must follow patient safety, confidentiality, quality, compliance, and departmental policies.

WORK ENVIRONMENT

• Primarily office/front-desk environment with frequent computer and telephone use.
• Requires frequent walking and constant sitting depending on workflow.
• May involve exposure to communicable diseases, hazardous materials, blood, body fluids, and tissue.
• Repetitive hand movements and fixed neck positioning may be required due to computer work.