Administrative Assistant - PRN

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

• 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
• 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
• 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
• Maintain a high level of professionalism and patient satisfaction
• Address patient concerns and escalate issues when necessary
• Communicate effectively with patients, families, and staff
• Ensure compliance with HIPAA, OSHA, and facility policies
• Participate in quality improvement and safety programs
• Audit charts and maintain accurate records
• Maintain adequate supplies and inventory at the front desk
• Assist in ordering and stocking necessary materials
• 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
• Patient Check-In Time
• Call Handling
• Payment Collection
• Document Processing
• Daily Reconciliation
• Patient Satisfaction
• HIPAA & Compliance
• Task Completion
• Attendance & Punctuality

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

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.

Qualifications

• 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

Skills

• Basic computer skill