Front Desk / Back Office Assistant

Be the First Impression Who Makes the Difference — and the Patient Experience ExceptionalAt Ethos Health Group, our Front Desk / Back Office Assistant plays a vital role in creating a welcoming, professional, and positive experience for every patient. As the first and last point of contact for many patients, you set the tone for their entire visit.This is a hands-on position for someone who enjoys helping people, communicating with others, staying organized, and creating an exceptional patient experience. You will work closely with the front and back office teams, providers, attorneys, and patients to ensure the office operates smoothly and efficiently.The Front Desk / Back Office Assistant helps create an environment where patients feel welcomed, informed, respected, and confident in the care they receive.Purpose of the RoleThe Front Desk / Back Office Assistant is responsible for supporting the daily front and back office operations of an Ethos medical office while providing exceptional customer service to every patient.Your mission is to create an environment where:Patients feel welcomed, valued, and cared forPatients receive clear and professional communicationAppointments and patient flow are managed efficientlyPatient information is accurate and up to dateProviders and clinical staff are supportedThe front office remains organized and professionalAdministrative responsibilities are completed accurately and timelyEvery patient interaction reflects the standards and hospitality of EthosThis role combines patient care, clinical support, communication, scheduling, administrative support, organization, and teamwork.Create an Exceptional Patient ExperienceYou will help ensure every patient feels welcomed and cared for from the moment they enter the office.Responsibilities include:Welcome patients with a professional, friendly, and positive attitudeCheck patients in and out efficiently and accuratelyAssist patients with questions, concerns, and general office needsMaintain a professional and welcoming reception areaCommunicate appointment information clearlyProvide patients with appropriate forms, instructions, and paperworkHelp ensure patients understand the next steps in their careMaintain patient privacy and confidentialityCreate a positive experience during every patient interactionOwn the Rhythm of the Front and Back OfficeGreat offices don't happen accidentally. You will help create the organization and accountability that keeps the front and back office running successfully.You will:Manage daily patient check-in and check-out processesMonitor the appointment schedule throughout the dayCommunicate with providers and back-office staff regarding patient flowIdentify scheduling conflicts or delays and help resolve themMaintain an organized and efficient reception areaAssist with opening and closing front-office responsibilitiesEnsure daily administrative tasks are completed accuratelyHelp keep the office prepared for the next business dayScheduling & Patient CoordinationThe Front Desk / Back Office Assistant helps patients continue progressing through their recommended care.Responsibilities include:Schedule and confirm patient appointmentsReschedule appointments as neededCoordinate follow-up appointments according to provider recommendationsCommunicate appointment reminders and changes to patientsHelp maintain accurate provider schedulesMonitor cancellations and no-showsCommunicate scheduling concerns to the appropriate team memberCoordinate with other office departments when necessaryHelp ensure patients understand their upcoming appointmentsAdministrative & Documentation ExcellenceAccuracy matters. You will help ensure patient and office information is complete, timely, and reliable.You will:Enter and update patient demographics accurately in the EHRVerify patient information, insurance, and contact information as requiredMaintain accurate electronic and physical documentationScan, upload, and organize documents appropriatelyAssist with obtaining required patient paperworkEnsure forms are completed and processed correctlyFollow established documentation proceduresProtect confidential patient information at all timesPatient Communication & ServiceEvery interaction is an opportunity to demonstrate the Ethos standard.You will:Answer incoming calls professionally and courteouslyDirect calls and messages to the appropriate team memberRespond to patient questions within the scope of your roleCommunicate professionally with patients, providers, attorneys, and referral partnersHandle patient concerns calmly and escalate issues appropriatelyMaintain a positive and solution-focused attitudeFollow established communication standards and proceduresProtect Our Patients & Our StandardsMaintain patient confidentiality at all timesProtect PHI and follow HIPAA requirements and company protocolsFollow established company policies and proceduresEnsure patient information is accurate and secureMaintain a clean, organized, safe, and professional reception areaFollow all applicable safety and compliance standardsProtect company resources and informationTreat every patient with professionalism, compassion, and respectTake ownership of assigned responsibilitiesCommunicate concerns promptly and appropriatelyWhat Success Looks LikeA successful Ethos Health Group Front Desk / Back Office Assistant doesn't simply answer phones and check patients in.They help create an office where:Patients feel welcomed the moment they walk through the doorPatients receive clear and helpful communicationAppointments are scheduled and managed accuratelyProviders and teammates feel supportedThe front office stays organized and efficientPatient information is accurate and handled appropriatelyProblems are identified and addressed proactivelyThe patient experience remains the priorityYou know you're succeeding when patients feel cared for, Providers feel supported, schedules stay organized, and the office runs smoothly because you are part of the team.The Person Who Will Thrive in This RoleYou may be a great fit if you are someone who:Takes ownership of their responsibilitiesIs dependable and punctualHas a friendly and professional personalityCommunicates clearly and confidentlyPays close attention to detailIs highly organizedCan multitask in a fast-paced environmentRemains calm and professional under pressureIs comfortable learning new systems and technologyWorks well independently and as part of a teamHas a positive, solution-oriented attitudeIs willing to learn, grow, and accept feedbackOur Leadership MindsetAt Ethos, leadership is not simply about having authority—it's about serving others, taking responsibility, creating clarity, developing people, and setting an example worth following.We want our Front Desk / Back Office Assistant to demonstrate:AccountabilityIntegrityProfessionalismHospitalityCompassionAttention to detailTeamworkReliabilityPositive attitude