Front Desk Support

About the Role

As a Practice Administrative Associate, you will coordinate patient care and physician activity by managing front-desk operations, scheduling appointments, maintaining medical records, and ensuring efficient and compassionate service delivery in alignment with our organization’s values: integrity, patient-centered care, respect, accountability, and compassion.

Responsibilities

• Maintain and update the appointment schedule template, including alterations, deletions, and additions, and communicate changes to staff and physicians/providers.
• Oversee the check-in process and front desk operations to ensure quality, cost-effective, and efficient services.
• Greet patients upon arrival, verify and obtain necessary information and signatures in accordance with policies and procedures.
• Answer telephone calls professionally, take accurate messages, and direct callers to appropriate personnel while maintaining proper telephone etiquette.
• Execute pre-authorizations for diagnostic tests and procedures as required by insurance companies and track incoming referrals.
• Maintain electronic and/or paper medical records in compliance with organizational policies and procedures.
• Perform daily administrative tasks, including retrieving messages from answering services and voicemail, distributing faxes, filing, photocopying, sorting mail, and managing cash drawers (cash, checks, credit card payments) in Epic.
• Forward phones to answering services and notify them of physicians’ on-call status.
• Collaborate in quality improvement and evaluation activities for the team and department, and actively participate in staff meetings.
• Interact professionally with individuals of all ages and diverse backgrounds, coordinating efforts to gather patient and family feedback (e.g., focus groups, surveys) and address their needs.
• Perform additional tasks as requested by physicians or management, including cross-coverage and chaperone duties for medical procedures.

Requirements

• High school diploma or equivalent required.
• 1 year of administrative or customer service experience required; prior experience in a physician’s office, medical practice, hospital, or health system preferred.

Skills

• Excellent organizational, communication, customer service, and teamwork skills.
• Ability to multitask effectively.
• EMR (Electronic Medical Records) experience preferred.
• Working knowledge of Microsoft Office applications preferred.
• Commitment to a patient-centered approach to care.
• Professional, tactful, and effective written, verbal, and nonverbal communication with patients, families, medical staff, colleagues, vendors, and other departments.