Front Office Assistant

Job Summary

The Front Office Assistant will be responsible for a variety of tasks including organizing documents, updating and maintaining patient charts, scheduling patients, managing communications with patient insurance providers, and completing other assigned tasks daily. The Front Office Assistant generally runs the front office and as such is constantly interacting with many people, including other staff members, patients, and patient families, while also performing their other duties.

Responsibilities and Duties

Essential Responsibilities and Expectations

• Greet guests/patients/family members as they enter the clinic
• Manage daily sign-in sheets and notify licensed staff of patient arrivals
• Answer incoming phone calls and scheduling of appointments when needed
• Send, receive, organize, distribute regular mail, email, and faxes
• Assist with clerical activities, including data entry, census lists and other paperwork
• Assist with inventory control, including office supplies
• Verify insurance information
• Maintain patient medical records, including creating patient files and updating insurance, authorization, and prescription information
• Maintain a clean, orderly waiting area, daily or more frequently as needed
• Report building and site issues to the appropriate supervisor immediately
• Assist licensed staff with daily office tasks
• Assist in administrative and clinical tasks as directed by the Administrator and/or Clinical Director.
• Ensure all front office operations run smoothly and efficiently
• Comply with State Licensing Board of California, Title 22, CMS, and California Labor Board guidelines
• Comply with Company rules, policies, and procedures
• Comply with all applicable safety rules, policies, and procedures
• Report to work regularly and on-time

Additional Responsibilities and Expectations

• Proactively takes on other responsibilities without specific direction from supervisors
• Assumes other duties as assigned.

DISCLAIMER: If you are fluent in another language, when and if needed you will also provide assistance in the following translation tasks:

• Reading, writing, creating, editing documents
• Attending evaluations/progress reports/and treatments to provide translation between provider and patient/caregiver
• Answering phones and translating caller needs
• Other translation needs when necessary 

Physical and Mental Requirements

These physical and mental demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Front Office Assistant. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Office Assistant.

• Excellent computer skills, including Word and Excel in a Microsoft Windows environment, and a billing software
• Effective oral, written, communication and organizational skills
•  See projects through to completion
• Ability to stand and/or work 80% of an 8-hour shift
• Daily sitting focused on and operating a personal computer or terminal keyboard to enter data, communicate over email, or analyze documents for over 60 minutes at a time
• Lifting of boxes and light equipment up to 20 pounds
• Visual and hearing acuity to perform job-related functions
• Ability to operate standard rehabilitation therapy equipment

Education, Skills, and Credential Requirements

To perform the job successfully, you must be able to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Required

• H.S. Diploma or GED
• A completed physical examination from a licensed physician
• Negative TB skin test within the past year OR a clear Chest X-ray within the past five years
• Ability to gather and analyze information in a timely and skillful manner
• Ability to manage time efficiently
• Resourceful, problem-solving attitude
• Proactive attitude and workstyle
• Ability to exhibit a high level of confidentiality
• A customer-service focused attitude

Preferred

• Previous experience as an assistant in a similar environment
• Natural interpersonal and communication skills
• Strong detail-oriented and resourceful mindset
• Accept and act upon constructive feedback

Workplace Environment

The job will primarily be working in an outpatient rehabilitation clinic. This is an active patient care environment. This environment has no unusual exposures, but safety precautions must be taken at all times.

Salary Range: $16.25 to $21.00

Disclaimer

This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.