Administrative Assistant - Business Office

Job Description

Job Description

Job Summary:

Provides administrative and operational support for the Business Office by coordinating mail processing, surgery reconciliation and billing support, medical records, financial deposits, and general office operations. Serves as a key liaison between clinical staff, physicians, billing staff, and outside facilities to ensure accurate documentation, timely billing, and efficient workflow.

• Review aging patient accounts receivable and identify overdue balances or unpaid selfpay amounts.
• Contact patients via phone, email, or mail to discuss outstanding bills and explain charges, copays, deductibles, or coinsurance.
• Evaluate patient financial status and negotiate reasonable, structured budget repayment plans.
• Process credit card, check, or online payments securely and post transactions accurately to patient accounts.
• Record detailed notes of all patient communications, agreedupon payment commitments, and account adjustments.
• Route uncollectible accounts for writeoffs or prepare files for external collection agencies when internal efforts fail.
• Process, organize, scan, and route insurance correspondence, payments, and billing documentation.
• Coordinate daily business office operations, including mail processing, bank deposits, post office and clinic deliveries, and document distribution.
• Monitor incoming faxes and distribute payment and insurance information to the appropriate departments.
• Perform surgery reconciliation by collecting operative reports, tracking procedures, verifying documentation, maintaining reconciliation reports, and ensuring timely billing.
• Support surgery billing by reviewing documentation, verifying patient insurance information, coordinating coding review, and submitting complete billing information.
• Process and route medical records requests and archived billing records.
• Maintain spreadsheets, reports, and records to support monthly financial and operational reconciliation.
• Provide administrative and basic technical support for business office operations as needed.
• Collaborate with physicians, clinical staff, billing vendors, and external facilities to ensure accurate and timely completion of assigned responsibilities.
• Perform other duties as assigned.
Required Skills/Abilities:
• Strong organizational skills with exceptional attention to detail.
• Knowledge of medical terminology, insurance processes, and healthcare billing practices.
• Ability to manage multiple priorities while meeting deadlines.
• Proficient in Microsoft Office, electronic medical records (EMR), and office technology.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and collaboratively in a fastpaced healthcare environment.
Education and Experience:
• High school diploma or equivalent required
• Minimum two years of administrative experience in a medical office or healthcare setting preferred.
• Experience or knowledge of medical billing practices preferred.
Physical Requirements:
• Prolonged periods of sitting and working at a computer.
• Frequent walking between office departments and occasional travel to clinics, banks, post office, or other local facilities.
Benefits:
• Health, dental, vision, and life insurance, 401(K) with company match, PTO, paid holidays, employee perks.

This is an in-person position. This is a full-time, non-exempt position working Monday-Friday.

OrthoLA is an equal opportunity employer.