OFFICE ASSISTANT - CHMG
Calvert Health System
- JOB DESCRIPTION DETAILS Reports to : CHMG Practice Manager Job Summary: The Office Assistant provides administrative and patient support services for a high-volume Bariatric Surgery, Weight Management, and Gastroenterology practice. This position serves as the first point of contact for patients and is responsible for delivering exceptional customer service while supporting efficient clinic operations. The Office Assistant coordinates patient access activities, scheduling, registration, insurance verification, financial processes, medical records management, and communication between patients and the healthcare team. The ideal candidate demonstrates professionalism, compassion, attention to detail, and the ability to work effectively in a fast-paced multidisciplinary environment while supporting physicians, advanced practice providers, dietitians, nurse navigators, medical assistants, and practice leadership. Scheduling, Care Coordination, and Administrative Duties
- Schedule new patient consultations, follow-up visits, procedures, nutrition appointments, and multidisciplinary bariatric services. Communicate schedule updates to clinical teams.
- Coordinate appointments for Gastroenterology, Bariatric Surgery, and Weight Management programs.
- Manage provider schedules while maintaining appropriate visit types, appointment lengths, and scheduling guidelines.
- Confirm appointments and communicate preparation requirements to patients.
- Reschedule appointments due to provider availability, cancellations, or changes in clinic operations.
- Maintain wait lists and assist with improving patient access.
- Ensure required new patient paperwork and questionnaires are completed prior to appointments.
- Team Collaboration & Professional Expectations
- Other Requirements:
- Maintains unit-specific and hospital competencies, mandatory learning, and any clinical certifications required in accordance with the Staff Education and Training policy GA-057 and/or any other department requirements.
- Project a cooperative helping demeanor
- Excellent interpersonal skills in order to communicate effectively and strong oral and written communication skills. Must speak articulately and succinctly in order for the customer to answer questions and comprehend instructions.
- Must be able to work with patients, physicians and personnel in a positive and productive manner. Ability to calm patients and deter patient complaints.
- Phone, computer, and internet experience required. Electronic Health Record experience a plus.
- Must have ability to multi-task, possess organization skills, be adaptable and work under stressful conditions.
- Detail-oriented with the ability to follow directions and to work independently, prioritizing workload.
- Knowledge of insurance billing procedures and familiarization of medical terminology.
- Maintains unit-specific and hospital competencies, mandatory learning, and any clinical certifications required in accordance with the Staff Education and Training policy GA-057 and/or any other department requirements.
- Experience:
- Position requires 1 -2 years experience in the medical field and/or 2 years of customer service experience.
- Registration/Certification/Licensure:
- None.
- Education:
- Position requires a high school education. College or technical training a plus.
- Work collaboratively with physicians, advanced practice providers, nurses, medical assistants, dietitians, and administrative staff.
- Participate in staff meetings, training, and process improvement activities.
- Demonstrate flexibility and willingness to assist during periods of high patient volume.
- Maintain a positive, professional attitude and contribute to a supportive team environment.
- Follow organizational policies, safety standards, and compliance requirements.
- Registration & Insurance Responsibilities
- Complete accurate patient registration and update demographic information.
- Verify insurance eligibility and benefits prior to appointments.
- Obtain and process referrals, authorizations, and required documentation.
- Collect copayments, deductibles, coinsurance, and patient balances.
- Maintain accurate documentation of financial transactions.
- Support program requirements, including completion of required forms, appointments, and educational materials.
- Coordinate scheduling between providers, dietitians, nurse navigators, and other members of the multidisciplinary team.
- Scan, upload, and maintain patient documents within the electronic medical record.
- Manage incoming and outgoing correspondence, including faxing and electronic communication.
- Support quality improvement initiatives and workflow improvements.
- Education: Position requires a high school education. College or technical training a plus. Registration/Certification/Licensure: None. Experience: Position requires 1 -2 years experience in the medical field and/or 2 years of customer service experience. Other Requirements: • Maintains unit-specific and hospital competencies, mandatory learning, and any clinical certifications required in accordance with the Staff Education and Training policy GA-057 and/or any other department requirements. Project a cooperative helping demeanor Excellent interpersonal skills in order to communicate effectively and strong oral and written communication skills. Must speak articulately and succinctly in order for the customer to answer questions and comprehend instructions. Must be able to work with patients, physicians and personnel in a positive and productive manner. Ability to calm patients and deter patient complaints. Phone, computer, and internet experience required. Electronic Health Record experience a plus. Must have ability to multi-task, possess organization skills, be adaptable and work under stressful conditions. Detail-oriented with the ability to follow directions and to work independently, prioritizing workload. Knowledge of insurance billing procedures and familiarization of medical terminology.
- Other Requirements:
Vacancy posted 4 days ago
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