OFFICE ASSISTANT

Position Summary

The Office Assistant is responsible for providing outstanding customer service to meet the needs of the patient, family, and medical staff by performing assigned clerical duties. The Office Assistant provides indirect patient care in the office/clinic setting by greeting and registering patients, verifying and inputting patient demographics/insurance information and assisting in billing and auditing procedures. Supports the clinic team by updating and organizing information including schedules, requested reports and interoffice communication. This position will also provide administrative support to include processing and organizing documents and patient charts, scanning and filing, responding to staff requests and conducting follow up phone calls as needed to support department goals.

General Duties, Tasks and Responsibilities

• Serves as first contact for patients, families, and visitors; greets all visitors and answers telephone in a courteous and professional manner; takes accurate messages and directs calls to appropriate staff members in a timely manner; exercises independent judgment when handling routine matters or making appropriate referrals.
• Verifies patient demographics at initial visit; provides appropriate paperwork to new patients; ensures forms are accurately completed; scans in all necessary documents once verified.
• Refers patients to the billing office for payment arrangements if needed.
• Adheres to scheduling template guidelines when scheduling new and return appointments; schedules are kept current; documents no show, reschedule and or cancelled appointments.
• Performs pre-authorizations if needed; completes and submits all payor source prior approvals; scans, completes, and submits all paperwork for transportation.
• Scans all documents to the correct patient accounts; releases medical records appropriately per policy; organizes all paperwork and filing as appropriate.
• Retrieves and manages incoming mail including faxes; addresses and mails/faxes outgoing correspondence in a timely and legible manner.
• Creates and maintains accurate filing system that ensures quick retrieval of information; scans materials appropriately in a timely manner; maintains medical record files; ensures provider signatures are obtained on necessary documents (e.g. orders, evals, progress notes, etc.).
• Orders, stocks and maintains appropriate level of supplies including routine supplies and equipment as well as special purchase requests.
• Completes and maintains accurate daily temperature logs.
• Maintains confidentiality of all department data and activities.
• Complies with all established safety procedures to ensure a safe environment for patients, visitors and staff.
• Participates in performance improvement activities.
• Performs other duties as assigned.

Education Requirements

• High School diploma / Equivalent Required
• Associate's Degree in related field Preferred

Experience Requirements

• Office / Clerical setting minimum 2 years Preferred

Computer Skills

• Strong computer skills including Microsoft Word, Excel and Outlook