What are the responsibilities and job description for the Office Assistant position at BayCare Clinic?
The Office Assistant provides essential administrative and front-office support for the Ear, Nose & Throat Specialists department at BayCare Clinic. This role ensures smooth daily operations by managing communications, coordinating schedules, supporting meetings, and delivering high-quality customer service to patients, providers, and staff in a professional and confidential environment.
Key Responsibilities
Key Responsibilities
- Operate multi-line phone system, triaging and dispatching calls in a courteous, accurate, and timely manner
- Deliver exceptional customer service by fostering positive relationships with patients, providers, and internal staff
- Schedule and coordinate patient appointments, meetings, and provider calendars as needed
- Assist with organizing and setting up meetings, including preparation of materials and room arrangements
- Record, prepare, and distribute meeting minutes as assigned
- Sort, distribute, and handle incoming and outgoing mail and correspondence
- Maintain organized and efficient filing systems (electronic and paper) in accordance with clinic standards
- Compose and communicate messages to patients and staff at the direction of management
- Utilize office equipment (phones, copiers, scanners, computers) effectively and efficiently
- Maintain strict confidentiality of patient and organizational information in compliance with HIPAA and clinic policies
- Ensure all work is performed in a safe, compliant, and ethical manner at all times
- High school diploma or equivalent required; additional administrative or healthcare-related training preferred
- Previous experience in a medical office or customer service setting is preferred
- Strong organizational, multitasking, and time-management skills
- Excellent verbal and written communication abilities
- Professional demeanor with a strong customer-service focus
- Proficiency in Microsoft Office and general office technology
- Ability to maintain confidentiality and handle sensitive information appropriately
- Fast-paced clinical office environment
- Frequent interaction with patients, providers, and multidisciplinary teams