Administrative Assistant

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 ResponsibilitiesGreet 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 interviewsAnswer, 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 complianceSupport and guide front desk staff to ensure smooth workflowMonitor daily operations and address inefficienciesAssist in training new staff membersCoordinate with clinical and administrative teamsMaintain a high level of professionalism and patient satisfactionAddress patient concerns and escalate issues when necessaryCommunicate effectively with patients, families, and staffEnsure compliance with HIPAA, OSHA, and facility policiesParticipate in quality improvement and safety programsAudit charts and maintain accurate recordsMaintain adequate supplies and inventory at the front deskAssist in ordering and stocking necessary materialsMaintain a clean, safe, and organized work environmentReport any safety concerns or equipment issues promptlyCore CompetenciesProfessional Maturity: The ability to separate emotional feelings from the real issues at hand.Responsibility: The ability to accept choices you have made and the results they have led to.Communication: The ability to write and speak effectively; actively listens to others, and give feedback.Flexibility: Demonstrate responsiveness and adaptability following change initiatives.Intelligence: Understand information and apply new knowledge.Energetic: Exhibits high levels of energy and enthusiasm.Organized: Efficient in structuring tasks to be accomplished.Computer Savvy: The ability to use technology efficiently and effectively.Customer Service: The ability to enhance customer satisfaction.Job Knowledge/Technical Knowledge: Knowledgeable of current role and technical systems, and the impact it has on the organization.Integrity and Respect: Demonstrates upmost level of integrity.Interpersonal Communication: Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation.Collaboration and Partnership: Encourages participation from team members.Manages Change: Demonstrates flexibility with changing environments.Problem Solving: Resolve issues in a timely mannerAttention to Detail: Follows procedures to ensure entry of data.Organization: Uses time efficiently by prioritizing and planning work activities.Judgment: Ability to make independent decisions.Teamwork: Works with others to accomplish objectives and shows support for decisions.Quality: Sets high standards to ensure quality in work performed.Accountability: Takes responsibility for adhering to all company policies, procures, and performance expectations.KPIsPatient 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 managementRequirementsTo 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