Job Description:
Job Summary
The Office Assistant Clinic provides essential administrative support to ensure smooth daily operations within the clinic. As the first point of contact for patients, this role manages scheduling, registration, documentation, and customer service with accuracy, professionalism, and adherence to established guidelines. Responsibilities include entering and updating patient demographic and insurance information, preparing charts, verifying coverage, scheduling appointments, managing referrals, and maintaining complete and organized electronic records. The position also supports phone communications, front desk activities, and assists during periods of high patient volume. Flexibility in work hours may be required based on clinic needs.
Responsibilities
Essential Job Functions
Patient Registration
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Collect and enter demographic, insurance, and contact information into the electronic medical record.
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Ensure accuracy for billing and communication.
Appointment Scheduling
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Schedule, cancel, and reschedule appointments using professional communication.
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Manage routine and referral-based scheduling.
Chart Preparation & Insurance Verification
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Prepare patient charts in advance of visits.
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Verify insurance eligibility, ensure referral completion, and maintain required documentation.
Document Scanning & Record Management
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Scan and index documents into electronic records promptly and accurately.
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Maintain complete and up-to-date medical charts.
Phone & Message Handling
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Answer calls and greet patients with professionalism and empathy.
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Take accurate, detailed messages and route them appropriately.
No-Show Documentation
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Document appointment no-shows following established procedures.
Customer Service & Patient Interaction
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Provide excellent service using AIDET communication principles.
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Create a welcoming environment for patients and visitors.
Team Collaboration & Front Office Support
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Assist with check-in, check-out, scheduling, and general team support.
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Adapt to shifting operational needs and patient volumes.
Confidentiality & Compliance
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Maintain strict patient confidentiality and comply with HIPAA and clinic policies.
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Support the organizations mission, vision, values, and procedures.
Shift & Schedule Flexibility
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Work extended hours, evenings, weekends, or holidays as required.
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Adapt to schedule changes based on staffing and patient needs.
Additional Duties
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Participate in required training and educational programs.
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Perform other related tasks as assigned.
Qualifications
Education
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Required: High school diploma or equivalent.
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Preferred: None.
Licenses / Certifications
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Required: None.
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Preferred: None.
Experience
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Required:
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At least 1 year in customer service or administrative support.
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Basic computer, phone system, and data entry skills.
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Preferred:
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Experience in a medical clinic or healthcare environment.
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Familiarity with electronic medical record systems (Epic preferred).
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Experience in patient registration, scheduling, or insurance verification.
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Skills & Knowledge
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Proficiency with office equipment (computers, multi-line phones, scanners, fax machines).
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Understanding of insurance verification, billing regulations, and medical terminology.
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Accurate filing and record documentation skills.
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Ability to multitask in a fast-paced environment.
Personal Traits & Aptitudes
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Professional, positive, and tactful communication.
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Ability to work independently or as part of a team.
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Comfortable interacting with diverse populations.
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Maintains confidentiality and follows HIPAA guidelines.
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Flexible, organized, and able to handle changing priorities.
Other Requirements
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Ability to work varied shifts depending on clinic needs.
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CPR certification may be required based on clinic policy.
Physical Requirements
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Extended periods of sitting and computer use.
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Occasional walking, standing, bending, or lifting up to 25 lbs.
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Ability to communicate effectively in person, by phone, and electronically.
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May require movement through different clinic or facility areas.