Administrative Assistant

Branch Coordinator / Administrative Assistant

We are seeking a dependable and customer-focused Branch Coordinator / Administrative Assistant to support the daily operations of a busy branch office and Branch Manager. This position provides a combination of administrative, customer service, patient support, scheduling, documentation, and equipment coordination responsibilities.

The ideal candidate is organized, professional, comfortable working with patients and customers, and able to manage multiple priorities in a fast-paced office environment.

Essential Duties & Responsibilities

• Support the daily operations of the Branch Office and Branch Manager.
• Serve as the first point of contact for patients, customers, and visitors through telephone and in-person reception.
• Work with the Sales team to complete required patient documentation.
• Assist with patient intakes and review ACIS screens to support customer needs.
• Confirm and coordinate patient delivery appointments.
• Complete post-delivery work order confirmation and data entry.
• Assist with coordination of Positive Airway Pressure (PAP) classes, including preparing paperwork and instructions.
• Perform non-licensed patient support activities in accordance with company policies.
• Conduct downloads from recording devices such as apnea monitors, oximeters, CPAP devices, and other respiratory equipment as directed.
• Perform functional testing on certain respiratory equipment as required by the branch.
• Handle requests for audits and documentation.
• Support the overnight oximetry program.
• Collect credit card and billing information as needed.
• Assist with patient scheduling and appointment coordination.
• Scan, file, fax, and maintain patient and branch records.
• Assist with warehouse and patient equipment preparation.
• Help prepare equipment for delivery or return.
• Provide patients with basic equipment instructions as directed.
• Complete required paperwork and explain insurance coverage and out-of-pocket expenses.
• Process payments and assist with daily receivables reconciliation.
• Retrieve equipment from the warehouse as needed.
• Assist with submitting daily receivables to the lock box.
• Make outbound customer satisfaction calls to patients and referral sources.
• Order inventory and office supplies as needed.
• Perform other duties and administrative tasks as assigned.

Qualifications

• High School Diploma or GED required.
• 2+ years of office-related experience required.
• Strong customer service and communication skills.
• Professional telephone and in-person communication skills.
• Strong attention to detail and organizational abilities.
• Comfortable working with computers and entering data accurately.
• Ability to handle confidential patient and business information professionally.
• Ability to multitask and prioritize responsibilities in a busy office environment.
• Healthcare, medical office, DME, respiratory, insurance, or patient-services experience is a plus.

What We're Looking For

The successful candidate will be reliable, organized, professional, and compassionate, with a strong commitment to providing excellent service to patients and customers. The ability to work effectively with both office and warehouse teams is important for success in this role.