Job Summary:
The Healthcare Office Assistant provides administrative support to healthcare providers and ensures the efficient operation of the healthcare facility. This role involves managing patient records, scheduling appointments, processing insurance information, and assisting with various clerical tasks to maintain a smooth and organized office environment. The ideal candidate will demonstrate excellent customer service skills, attention to detail, and the ability to work in a fast-paced, patient-focused setting.
Key Responsibilities:

• Patient Interaction and Support:
• Greet patients and visitors in a friendly, professional manner.
• Answer phone calls, schedule appointments, and manage patient inquiries.
• Assist patients in completing forms, providing necessary instructions for appointments, and explaining office procedures.
• Ensure patient confidentiality in accordance with HIPAA and facility policies.
• Appointment Scheduling and Management:
• Schedule, confirm, and reschedule patient appointments.
• Monitor appointment cancellations and no-shows, rescheduling as necessary to maintain office efficiency.
• Maintain an organized and up-to-date appointment calendar for healthcare providers.
• Administrative Support:
• Handle incoming and outgoing correspondence, including emails, faxes, and mail.
• Prepare and organize patient charts and medical records, ensuring accuracy and completeness.
• Enter and update patient information in the Electronic Health Record (EHR) or Practice Management System (PMS).
• Assist with billing and insurance verification, including processing insurance claims and verifying coverage information.
• Medical Record Keeping:
• Organize and file patient records, ensuring compliance with legal and regulatory requirements.
• Retrieve and maintain medical records as requested by healthcare providers and patients.
• Ensure patient records are complete, accurate, and up to date, assisting with documentation when necessary.
• Billing and Insurance Assistance:
• Assist with patient billing inquiries and ensure accurate processing of payments.
• Verify insurance information and coordinate pre-authorizations and referrals.
• Collect co-pays, payments, and outstanding balances from patients.
• Office Management:
• Maintain office supplies and ensure equipment is in working order.
• Assist with office organization, keeping the work area clean and organized.
• Coordinate and assist with office-related tasks and projects as needed.
• Other Duties:
• Assist medical staff and providers with administrative tasks as required.
• Support office functions during high patient volume periods.
• Maintain confidentiality and adhere to all regulatory guidelines and office policies.

Required Qualifications:

• Education:
• High school diploma or equivalent required.
• Additional certification in office administration or healthcare management is a plus.
• Experience:
• Previous experience in an office or healthcare setting is preferred.
• Experience with scheduling software, Electronic Health Records (EHR), or Practice Management Systems (PMS) is a plus.
• Skills:
• Strong customer service and interpersonal skills.
• Proficiency in office software (Microsoft Office Suite, email, etc.) and medical office software.
• Ability to manage multiple tasks in a fast-paced environment.
• Excellent organizational and time-management skills.
• Knowledge of HIPAA regulations and patient confidentiality requirements.
• Strong written and verbal communication skills.