Patient Care Representative

Brief Description

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Greeting patients and visitors in a professional, courteous, and respectful manner.
• Perform patient registration, check-in, check-out, and appointment scheduling functions.
• Verify demographic, insurance, and billing information accurately and timely.
• Answer incoming calls, respond to patient inquiries, route messages, and provide general front desk support.
• Coordinate appointment reminders, rescheduling, follow-up calls, and patient outreach activities.
• Maintain smooth patient flow by communicating effectively with providers, clinical staff, and patients.
• Assist with patient orientation services, including practice information, patient portal guidance, and appointment processes.
• Receive, distribute, scan, fax, and file documents as needed in accordance with organizational procedures.
• Maintain confidentiality and comply with HIPAA and all health center policies and procedures.
• Support positive patient experience by ensuring patients, families, and visitors are treated with concern, empathy, and respect
  
  

Progressive Nutrition Department Administrative Assistant Responsibilities

• Provide administrative and operational support to Registered Dietitians, nutrition staff, and the interdisciplinary healthcare team.
• Coordinate nutrition appointments, follow-up scheduling, patient tracking, and departmental communications.
• Prepare and organize patient charts, intake forms, consent forms, educational materials, and other documentation for nutrition visits and related services.
• Support the GLP weight management program by assisting with insurance verification, prior authorization processes, required forms, and supporting documentation.
• Communicate with insurance companies, pharmacies, providers, and patients regarding prior authorization updates, renewals, denials, and appeals.
• Maintain logs, spreadsheets, reports, and tracking systems related to nutrition services, referrals, authorizations, and program participation.
• Assist with preparation and distribution of nutrition education materials, wellness resources, and departmental correspondence.
• Support coordination of workshops, wellness initiatives, group education sessions, and community outreach activities.
• Maintain office organization, supply inventory, educational resources, and departmental administrative systems.
• Collaborate with physicians, nurses, medical assistants, social workers, and other staff to support efficient workflow and coordinated patient care.
  
  

Transitional Role Statement

• This is a blended and progressive position in which the employee will initially perform Patient Care Representative duties and, as departmental productivity, service demand, and operational needs increase, will assume expanded responsibilities as the Nutrition Department Administrative Assistant.
  
  

Requirements

KNOWLEDGE, EDUCATION, SKILLS, AND ABILITIES REQUIRED:

• High School Diploma or GED required.
• Associate Degree in Healthcare Administration, Health Sciences, Public Health, Nutrition, or related field preferred.
• Previous experience in a healthcare, medical office, outpatient clinic, community health center, or similar administrative setting preferred.
• Experience with patient scheduling, registration, insurance verification, and general front desk procedures preferred.
• Experience with prior authorizations, referrals, pharmacy coordination, or GLP medication workflows preferred.
• Proficiency with electronic health records, scheduling systems, Microsoft Office, and general office technology.
• Strong organizational, communication, multitasking, and customer service skills.
• Ability to work effectively in a fast-paced healthcare environment with culturally diverse and underserved populations.
• Knowledge of HIPAA regulations, medical terminology, and healthcare administrative workflows preferred.
• Spanish language competency preferred.
  
  

Summary

Under the supervision of the Site Manager, the Patient Care Representative/Nutrition Administrative Assistant is a blended, progressive role that supports both front-desk operations and administrative functions within the Nutrition Department. The employee will initially perform core Patient Care Representative responsibilities, including patient access, scheduling, registration, insurance verification, front desk support, and maintaining efficient patient flow. As departmental productivity, program growth, and service demand increase, the role will transition to focus more fully on Nutrition Department Administrative Assistant responsibilities, providing dedicated administrative support to Registered Dietitians, nutrition services, GLP program operations, patient coordination, prior authorizations, documentation management, and departmental workflow. This position requires flexibility, strong organizational skills, professionalism, and the ability to adapt to evolving operational needs while maintaining a high level of patient-centered service.