Administrative Assistant

Job Description

Job Description

Position: Front Desk Receptionist

Department : Clinical Services

Supervisor: Director Clinical Services

FLSA Class: Non-Exempt

Summary of Job:

The Front Desk Receptionist serves as the primary point of contact for patients, visitors, and callers to Easterseals. This position is responsible for managing front desk operations, patient scheduling, administrative support, medical records administration, referral coordination, and billing support functions. The Front Desk Receptionist helps ensure a positive patient experience through professional communication, efficient scheduling practices, accurate recordkeeping, and timely coordination of clinical and administrative processes.

Skills and Requirements:

• High school diploma or equivalent.
• Demonstrated ability to provide excellent customer service to individuals with a broad range of abilities, needs, and experiences.
• Ability to speak, read, and write English in a clear, legible, and professional manner.
• Ability to effectively evaluate and interpret information and exercise sound judgment.
• Ability to understand and apply training and education.
• Ability to remain calm under pressure and respond appropriately in stressful situations.
• Present a professional appearance and interact with patients, visitors, staff, and community partners in a courteous and respectful manner.
• Strong organizational, administrative, and time management skills.
• Proficiency in clerical and administrative support functions, including typing, filing, recordkeeping, scheduling, and customer service.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work collaboratively with staff, patients, families, physicians, referral sources, and other stakeholders.

Position Duties and Responsibilities

• Greet and assist individuals contacting or visiting the Easterseals and direct them appropriately.
• Schedule new referrals and existing patients in accordance with provider availability, service requirements, and patient needs.
• Maintain and update scheduling systems and databases to ensure accurate appointment information.
• Coordinate transportation-related communications and scheduling support for eligible patients.
• Process patient co-payments and maintain appropriate payment documentation.
• Support referral intake processes and assist with obtaining required authorizations and documentation.
• Assist with authorizations, billing activities, and related administrative processes.
• Provide administrative support for clinical billing functions as assigned.
• Process and route website inquiries and other general department communications.
• Complete required exclusion screening checks, including OIG screenings, as assigned.
• Prepare, scan, file, and maintain patient records and other department documentation in accordance with organizational policies and confidentiality requirements.
• Fulfill requests for medical records and other authorized patient information in compliance with applicable privacy regulations.
• Prepare, distribute, mail, fax, and electronically transmit reports, correspondence, and clinical documentation as requested.
• Maintain office supply inventory and coordinate ordering of supplies as needed.
• Maintain visitor and staff sign-in/sign-out logs and other front desk records.
• Ensure the reception area and front office workspace remain organized, professional, and welcoming.
• Assist with special projects, reports, and administrative tasks as assigned.
• Cross-train in department processes and provide coverage for other administrative functions as needed.
• Perform other duties as assigned.

AMERICANS WITH DISABILITIES ACT

Easterseals complies with all aspects of the American with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and /or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the required functions of the position.