Office Assistant, Primary Care

Job Summary / Purpose

• The Office Assistant is under the direction of the clinic supervisor/administrator.  The Office Assistant performs a variety of business office and reception duties accurately and with minimal supervision.  These responsibilities include, but are not limited to: answering and routing phone calls in accordance with practice policies; scheduling patient appointments; greeting and registering patients; collecting, verifying and updating patient demographic, copays, and insurance information; and general administrative support duties.

Essential Key Job Responsibilities

• Perform Patient Check-in at the time of visit and complete all paperwork necessary to ensure the admitting process is efficient and all clinic and regulatory policies are in compliance.
• Answer phone calls and direct them appropriately.
• Schedule appointments according to office guidelines.
• Obtain accurate patient and insurance information, collecting copays (TOS) and deductible amounts.
• Copy/scan patient access related hardcopy materials (e.g.ID, referrals, insurance cards, etc.) into the correct location in the electronic medical record.
• Prepare charts for patient appointments making sure all necessary information is complete.
• Conduct all functions associated with patient check-out including collecting patient responsibility payments and scheduling follow-up appointments.
• Perform duties involving record filing, retrieval, and assisting with the filing of registration documentation in electronic medical records.
• Confirm next day appointments and alert patients as to what documentation is needed, including details associated with time-of-service payment.
• Follow up with patients regarding the No Show Guidelines and send out appropriate communications.
• Manage the flow of interdepartmental, outgoing, and incoming mail.
• Support office supply ordering and inventory procedures as needed.
• Notify appropriate clinical staff of each patient’s arrival and assure that patients are informed of any appointment delays 
• Perform cash drawer reconciliation.   
• Perform other duties as assigned by management.

Minimum Qualifications

Required Education and Experience 

• High School Diploma or equivalent 

Required Licensure and Certifications

• ABR-OE certification preferred
• BLS required

Required Minimum Knowledge, Skills, Abilities and Training

• One year of customer service experience, clerical, or business-related experience preferred