Front Office Administrative Specialist

Job Summary:
The Administrative Specialist is a vital member of the front office team, responsible for ensuring
the efficient operation of administrative tasks. This role involves reviewing patient charts,
interacting with patients, and providing essential support to healthcare managers, all aimed at
delivering high-quality patient care.
Key Responsibilities:
• Conduct weekly audits of patient demographic information, insurance details, and
required paperwork.
• Monitor phone calls to ensure the highest level of patient satisfaction and that accurate
information is consistently relayed.
• Assist in generating certified letters for patients who cannot be reached regarding
pathology reports or diagnoses.
• Contact patients scheduled with providers who are planning upcoming paid time off
(PTO).
• Respond to "Contact Us" emails in a timely and professional manner.
• Manage front desk schedules and assist with PTO approvals in coordination with the
Administrative Practice Manager.
• Serve as a front desk representative as needed.
• Support new employee training to ensure thorough orientation and customer service
standards are met.
• Provide backup support to other administrative staff as necessary.
• Perform other duties as assigned.
Education and Experience:
• High school diploma or equivalent required.
• 1 years of customer service experience preferred.
Knowledge, Skills, and Abilities:
• Prior experience in a medical, dental, or other healthcare setting is highly preferred.
• Excellent phone etiquette, with the ability to handle multiple calls and route them
effectively.
• Proficiency in word processing and computer software.
• Basic knowledge of medical terminology is helpful.
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication abilities.
• Ability to work effectively as part of a team.
• Ability to work under pressure and react appropriately in various situations.
• Effective communication, problem-solving, and organizational skills.
• Positive attitude and adaptability to change.
• Strong adherence to policies and procedures in all activities.
Miscellaneous Duties:
• Maintain a clean and organized workspace, including wiping down and sanitizing
surfaces, door handles, phones, stations, and counters.
• Perform additional duties as requested by physicians, front office coordinators, office
managers, etc.
Physical Capabilities:
• Ability to lift a minimum of 50 pounds of dead weight, as required by daily work
assignments.
• Ability to frequently bend, stoop, kneel, and reach above shoulders, as required by daily
work tasks.
• Ability to sit and/or stand for extended periods, a minimum of eight hours a day,
depending on the work assignment.
• Sufficient vision, hearing, speech, and manual dexterity to interact, read, write, and type
in order to complete the essential functions of the position.
• Ability to move independently across all surfaces and work areas, ensuring safety in all
situations.
• Capability to respond to emergency situations, including lifting patients for safety.
• Bilateral hand use for repetitive fine manipulation is required.
• Physical stamina to work a minimum of eight hours per day.
Environmental/Working Conditions:
• The work environment is primarily office-based, involving frequent interaction with staff
and the public.
• The work may be stressful, particularly when dealing with upset or dissatisfied
individuals.
This job description is designed to provide basic guidelines for meeting job requirements. As
needs evolve, responsibilities, skills, abilities, and working conditions may change.