Front Desk Administrative Assistant

This is a dynamic and exciting position for an advanced and experienced administrative medical professional with years of experience, offering the possibility of full time with benefits, a positive/enriching work culture, and flexibility around personal or family needs. Also a background as a CMA is a plus in this position. We will also consider discussions around part time availibilty. Compensation DOE.

Area of the Company:

Front Office/Reception

Employment Category:

Part time Employee:32-40 hours per week

Reports to:

Denise Cooluris, ND, Clinical Director

Everything medical related; Patient care, medical procedures, lab tests, prescriptions; drugs and supplements.

Sharon Hurley, Practice Manager

Management, Administration, Business Concerns, Attendance, Scheduling, Wages, Finance, Marketing, Sales, Production and Quality Assurance.

Purpose of the position:

To manage and facilitate patient reception, scheduling, payments, communications and monitoring of the front desk responsibilities for practitioners and patients as needed. Ability to stay organized in a fluid and dynamic setting. Functional or integrative medicine experience preferred, but not required. This is a key position for someone who thrives in a clinical administrative role with high customer service standards and is process driven. Compensation DOE.

Qualifications:

• Read, write and speak English fluently
• Excellent verbal and written communication skills
• Multi-line phone use and etiquette
• Accuracy and attention to detail
• Ability to multi-task effectively
• Computer and software literacy
• High school graduate
• Basic math and accounting skills
• Punctual, reliable and responsible
• Experience preferred, 4-5 years in a clinical setting
• Customer service experience and problem solving skills
• Team player
• Dynamic and fun culture, must align with high standard of quality of care services

Physical Requirements:

• Capable of moving frequently between sitting and standing
• Must be able to sit for several hours at a time
• Ability to move or lift up to 40 pounds
• Climb a 3-tier ladder

Primary Accountabilities of the Position:

• Greet and check in patients.
• Register new patients.
• Maintain a calm and positive atmosphere.
• Answer multi-line phones; transfer calls appropriately.
• Answer new/established patient inquiries.
• Educate callers on the practice and practitioners’ specialties, services and fees.
• Schedule appropriate patient appointments for multiple practitioners.
• Manage appointment schedule; cancellations, reschedules.
• Relay information between practitioners and patients.
• Communicate with pharmacies regarding prescriptions.
• Pick up and triage practitioner’s outboxes daily.
• Send office’s outgoing mail.
• Maintain flow of communication between front and back offices.
• Attendance of weekly administrative staff meetings.
• Monitor office email.
• Email correspondence with patients/practitioners.
• Post practitioner schedules each day.
• Notify practitioners of patient's arrival and navigate schedule deviations.
• Assist practitioners with keeping to timely schedule.
• Address or appropriately direct patients' questions or concerns.
• Navigate multiple medical software programs.
• Ensure completeness, accuracy and maintenance of patient information.
• Assist with filing and record keeping activities as needed.
• Fax and copy pertinent materials daily.
• Courtesy appointment reminder calls.
• Maintain retention log and procedures.
• Manage a cancellation list for practitioners.
• Mail monthly statements.
• Check out and collect patient payments at time of service.
• Administration of patients authorizations and financial agreements.
• Room patients as needed.
• Maintain an orderly reception area.
• Monitoring office supplies and making note for Senior Administrative Assistant.
• Daily accounting for patient services.
• Account and balance cash drawer daily
• Prepare daily bank deposits.
• Reconciliation of returned patient checks
• Daily maintenance of time card; biweekly submission of time card.
• Responsible for retrieving mail daily and delivering to Practice Manager.
• Adhere to HIPAA and OSHA guidelines.
• Follow policies and procedures of the practice.
• Closing and opening procedures per operations manual.
• Adhere to assigned work schedule.

Duties & Responsibilities for each Accountability:

Daily:

• See primary accountabilities.

Weekly:

• Attend weekly administrative staff meetings.

Monthly:

• Mail monthly statements.

Job Types: Full-time, Contract

Pay: $24.00 - $26.00 per hour

Benefits:

• Employee discount
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person

Salary : $24 - $26