Office Assistant Women's Clinic

Responsibilities

• Accurately collects and enters patient demographic, insurance, and contact information into the electronic medical record (Epic) at the time of check-in or pre-registration, ensuring accuracy for billing and communication.
• Schedules, cancels, and reschedules patient appointments—both routine and referral-based—according to practice protocols, using professional and courteous communication in person and by phone.
• Prepare charts in advance of patient visits, ensuring insurance eligibility is verified, referrals are complete, medical records are available, and all required forms are included and up to date.
• Scans and indexes documents into the electronic health record promptly and accurately, maintaining current and complete patient charts.
• Answers incoming calls and greets patients in person with professionalism and empathy; takes accurate messages, ensuring all relevant details are documented and routed to the appropriate provider or staff member in a timely manner.
• Accurately records patient appointment no-shows in Epic, following clinic procedures for documentation and follow-up if the primary front desk staff is unavailable.
• Provides excellent customer service by adhering to AIDET guidelines (Acknowledge, Introduce, Duration, Explanation, Thank You); creates a welcoming and supportive environment for patients and visitors, ensuring clear, compassionate communication at every interaction.
• Provides general assistance across the front office team, including check-in, check-out, scheduling, and other administrative duties as assigned by the Practice Manager; maintains flexibility in responding to shifting needs and patient volumes.
• Ensures strict patient confidentiality, complies with HIPAA and all clinic policies; supports the hospital's mission, vision, values, and procedures.
• May be required to work extended hours, evenings, weekends, or holidays based on clinic hours and operational needs; must be adaptable to schedule changes or varying shifts as dictated by patient volume or staffing needs.
• Supports the hospital mission, vision, values, policies, and procedures; participates in required education for DNV programs as applicable to position; performs other related duties as assigned.

Qualifications

• Education Required: High school diploma or equivalent. Copy of diploma/GED must be provided upon hire.
• Licenses/certifications/registrations Required: None required.
• Experience Required: Minimum of 1 year in customer service or administrative support role; basic experience with computers, phone systems, and data entry.
• Preferred Experience: Prior experience working in a medical clinic or healthcare setting; familiarity with electronic medical record systems (Epic preferred); experience in patient registration, scheduling, or insurance verification.
• Skills and Knowledge: Proficiency in basic office technology (computers, multi-line phone systems, scanners, fax machines); understanding of insurance verification, billing regulations, and medical terminology; knowledge of filing procedures and accurate record documentation; ability to perform a variety of tasks in a fast-paced, multitasking environment without loss of efficiency.
• Personal Traits and Aptitudes: Demonstrates a positive, tactful, and professional demeanor; able to work both independently and collaboratively as part of a team; comfortable working with culturally diverse populations; maintains patient confidentiality and adheres to HIPAA guidelines; flexible and composed when transitioning between tasks or handling