Job Description

Key Responsibilities:

1. Answering Phones and Managing Inquiries:

• Serve as the first point of contact for patients, caregivers, and visitors via phone or in person.
• Address inquiries, provide information about services, and direct calls to the appropriate departments or individuals.
• Schedule appointments and provide reminders for patients as needed.
• Handle inquiries in a friendly and professional manner, ensuring that all concerns are addressed in a timely and efficient manner.

1. Mailing HIPAA Documents:

• Prepare and mail required HIPAA-compliant documents, including patient forms, consent forms, and privacy notices.
• Maintain strict confidentiality when handling sensitive patient information and ensure all documents are sent securely.
• Track the mailing process to ensure documents are delivered, and follow up as necessary to ensure compliance.

1. Ordering and Managing Supplies:

• Order medical and office supplies as needed, ensuring that inventory levels are maintained.
• Track supply usage and communicate with suppliers to ensure timely delivery and quality of materials.
• Organize and maintain supply storage areas for easy access by staff.
• Monitor supply levels and alert management to low stock or the need for urgent orders.

1. Working the Front Desk:

• Greet patients, visitors, and staff in a welcoming and professional manner.
• Check-in patients, verify insurance information, and update patient records as needed.
• Maintain a clean, organized, and welcoming front desk area.
• Assist patients with forms, appointment scheduling, and general facility-related inquiries.
• Ensure compliance with company policies and regulations related to patient confidentiality, scheduling, and documentation.

1. Other Administrative Support:

• Perform general office duties such as filing, faxing, photocopying, and scanning documents.
• Assist with scheduling meetings or patient-related appointments.
• Maintain and update patient records in compliance with HIPAA guidelines.
• Help with patient check-out procedures and handle payments, co-pays, and billing inquiries as needed.

Skills and Qualifications:

• High school diploma or equivalent; additional administrative certifications or experience is a plus.
• Previous experience in a medical office or healthcare environment preferred.
• Knowledge of HIPAA regulations and ability to maintain patient confidentiality.
• Excellent organizational skills with the ability to multitask and prioritize tasks effectively.
• Strong verbal and written communication skills.
• Professional and courteous demeanor, with a customer service-oriented approach.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software programs quickly.
• Ability to work independently and as part of a team in a fast-paced environment.
• Detail-oriented with a strong commitment to accuracy and compliance.

Hours: M-F 8:30-5

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