Administrative Service Team (AST) Specialist

Job Description

Job Description

Administrative Service Team (AST) Specialist

Join Olympic Sports and Spine (OSS) in Tacoma, WA, as a Full-Time Administrative Service Team (AST) Specialist and immerse yourself in a dynamic work environment that thrives on customer-centricity and integrity. Experience the thrill of being part of a high-performance team dedicated to excellence, where your contributions directly enhance patient care through our one-on-one treatment model. This on-site role not only offers a competitive pay range of $19.50 to $31.96 per hour but also places you in a fun, flexible culture that values professionalism and forward-thinking.

Collaborate with passionate colleagues in a relaxed atmosphere that encourages innovation and growth. The typical work schedule is Monday - Friday, 8:30 a.m. - 5:30 p.m., at our centralized office.

Embrace this opportunity to be part of a company where patients are our priority and every day brings new challenges and rewards!

YOUR DAY-TO-DAY AS AN ADMINISTRATIVE SERVICE TEAM SPECIALIST

You will play a vital role in enhancing our patient experience by managing all facets of our new patient intake procedures and scheduling for assigned clinics. You'll be the first point of contact for patients, ensuring a seamless onboarding experience that reflects our commitment to excellence and customer-centricity. Your organizational skills and attention to detail will help create a welcoming atmosphere, allowing patients to feel prioritized and valued. Embrace the chance to make a real impact on their journey to better health while enjoying the engaging work culture that defines our Tacoma, WA, location.

JOB RESPONSIBILITIES:

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements below represent the duties, knowledge, skills, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Monitor and maintain lead-tracking dashboards, ensuring timely scheduling and follow-up execution.
• Execute call-and-text protocols using the Call Center system for all new patients on the waiting list until scheduled or protocol completion.
• Coordinate patient scheduling using the NP Scheduling site in alignment with each clinic's Case Load Management system, ensuring appropriate provider placement based on clinical specialties and patient diagnoses.
• Identify and prioritize high-priority patients from referral queues for immediate outreach and scheduling.
• Complete new patient intake by:
  • Using the Single Page Intake form
  • Collecting email addresses
  • Sending welcome letters
  • Promoting portal usage
  • Explaining pre-appointment paperwork
  • Preparing patients for the Patient Payment Agreement and credit card on file
• Optimize schedules by reassigning patients to alternative providers when necessary to accommodate insurance requirements, therapy needs, gender preferences, or other restrictions.
• Communicate Same Day New Patients (NPs) to clinics and ensure compliance with Medicaid admission limitations.
• Respond promptly to incoming calls and voicemails while providing professional and helpful customer service via a multi-line phone system.
• Manage all scheduling functions for FCE and PGAP services at OSS.
• Assign clinic locations for referrals without a designated site and redirect referrals to appropriate clinic lead queues based on volume, wait times, and operational needs.

QUALIFICATIONS:

• Strong computer proficiency, including Microsoft Word and Excel.
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Strong analytical and problem-solving abilities with the capacity to act quickly and effectively.
• Demonstrated ability to operate a multi-line phone system in a professional and courteous manner.
• Proven ability to build and maintain positive working relationships with patients, staff, and the public.

You will have benefits such as Medical, Dental, Vision, 401(k), Life Insurance, Health Savings Account, Flexible Spending Account, Competitive Salary, and Paid Time Off. You can view our benefits summary at: -benefits.

EDUCATION/EXPERIENCE:

Minimum: High School graduation or equivalent AND one year of related office/clerical support experience and/or training OR equivalent combination of education/experience.

Equal Opportunity Statement

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on age, ancestry, citizenship, color, ethnicity, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or invisible disability status, political affiliation, veteran status, race, religion, or sexual orientation.

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