Appointment and Business Assistant

Job Description

Job Description

JOB SUMMARY

The Appointment & Business Assistant serves as the initial point of contact for patients and customers, both in-person and by telephone, ensuring service delivery aligns with customer service standards. This individual assesses patient and customer needs to coordinate appropriate scheduling, billing, and the timely obtaining or release of records in accordance with organizational policies. The Appointment & Business Assistant supports efficient operations by facilitating seamless communication and service processes that enhance patient and customer satisfaction.

ESSENTIAL JOB FUNCTIONS

1. Operates computer and phone systems to schedule, register, check in/out, update and coordinate appointments - including ancillary tests and procedures - ensuring accuracy and efficiency.
2. Screens and routes incoming calls to support seamless communication across departments.
3. Sends and receives letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
4. Collects and updates patients’ insurance and demographic information to support accurate documentation and billing.
5. Maintains and updates provider schedules to optimize appointment availability and resource allocation.
6. Accepts patient payments, applies them to the correct accounts, reconciles deposits, and monitors payment plans for timely compliance.
7. Coordinates the release of patient information by verifying consents and ensuring compliance with HIPAA and applicable laws.
8. Processes Release of Information (ROI) requests in accordance with organizational policies, ensuring proper documentation, authorization, and tracking.
9. Reviews and indexes scanned documents for accurate upload into electronic health and dental records using designated software and classification systems.
10. Processes referrals by confirming required documentation and forwarding necessary clinical information, such as diagnostic x-rays, to support continuity of care.
11. Processes legal documents (e.g., guardianship orders, Power of Attorney, adoption orders) and ensures accurate notation and upload into electronic health and dental records.
12. Prepares and distributes correspondence to internal and external parties to support timely and accurate communication.
13. Performs receptionist duties, including greeting patients, checking them in, answering inquiries, and supporting front desk operations.
14. Maintains strict adherence to scheduled work hours with regular and reliable attendance.
15. Performs other duties as assigned.

EDUCATION AND EXPERIENCE

1. High School diploma or equivalent.
2. Excellent written and verbal communication skills. Keyboard, computer, and telephone proficiency.
3. Preferred six months’ previous experience in a medical or dental care facility to include direct patient contact or previous customer service experience.
4. Preferred Associate’s degree in health information management, administrative assistant/medical secretary or related field.

CERTIFICATIONS / LICENSES

None.

Equal Employment Opportunity