Administrative Assistant - nights

Front Desk / Administrative Assistant The 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 Responsibilities Front Desk & Patient Registration Greet patients in a professional and courteous manner upon arrival Accurately enter patient demographic, insurance, and financial information Collect co-pays, deductibles, and co-insurance payments Maintain patient logs, charts, and documentation Perform patient check-in and check-out processes, including exit interviews Administrative & Clerical Duties Answer, screen, and direct incoming calls Manage emails, documentation, scanning, faxing, and filing Maintain daily financial logs and perform cash reconciliation Prepare reports, patient records, and informational packets Ensure proper documentation for billing and compliance Leadership & Coordination Support and guide front desk staff to ensure smooth workflow Monitor daily operations and address inefficiencies Assist in training new staff members Coordinate with clinical and administrative teams Customer Service Maintain a high level of professionalism and patient satisfaction Address patient concerns and escalate issues when necessary Communicate effectively with patients, families, and staff Compliance & Quality Ensure compliance with HIPAA, OSHA, and facility policies Participate in quality improvement and safety programs Audit charts and maintain accurate records Inventory & Resource Management Maintain adequate supplies and inventory at the front desk Assist in ordering and stocking necessary materials Safety & Operations Maintain a clean, safe, and organized work environment Report any safety concerns or equipment issues promptly Core Competencies Professional Maturity Responsibility Communication Flexibility Intelligence Energetic Organized Computer Savvy Customer Service Job Knowledge/Technical Knowledge Integrity and Respect Interpersonal Communication Collaboration and Partnership Manages Change Problem Solving Attention to Detail Organization Judgment Teamwork Quality Accountability KPIs Patient Registration Accuracy: Maintain = 98% accuracy in patient demographic, insurance, and financial data entry Patient Check-In Time: Complete patient registration within 510 minutes on average Call Handling: Answer = 90% of incoming calls within 3 rings and route appropriately Payment 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 Duties Assisting clinical staff with basic non-clinical tasks when needed Supporting other departments during high patient volume Helping with onboarding paperwork for new hires Covering front desk duties for other shifts or locations Assisting with inventory checks or supply restocking Participating in meetings, trainings, or special projects Performing additional administrative tasks as assigned by management Requirements Qualifications: To 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 terminology Basic computer skill