Medical Office Administrative Assistant

JOB SUMMARY: The Administrative Assistant performs clerical work in Family Solutions Counseling Centers. It is their responsibility to keep all patient files organized and to maintain the front office. They are the first person the patient or family member contacts upon arrival to the office. They handle administrative duties, such as answering phones and scheduling appointments.

Administrative Assistants are also responsible for managing insurance forms. They use their knowledge and understanding of medical terminology and insurance procedures to act as a liaison between the patient and the insurance agency.

QUALIFICATIONS:

Certification and Licensure:

· Preferred: Certificate in Medical Office Specialist

Education and Experience:

• Required: High School Education/GED from an accredited High School
• REQUIRED: 2 years of ADMINISTRATIVE ASST. Experience in a medical office setting

Essential Functions, Knowledge, Skills and Abilities:

· Appointments/Scheduling

o ALWAYS maintain a positive attitude and friendly communication with Clients/Family, Co-Workers, Visitors, Guests and Vendors.

o Confirm Intake Paperwork is completed entirely. Consents MUST be signed.

o Insurance Verification Form is completed entirely.

o Insurance and Financial Counseling with the Responsible Party completed prior to first appointment.

o Copy of Current, Active Insurance Card AND matching Driver’s License/State-Issued ID Card, MUST be in chart for the first appointment.

o Check Clients IN: Attach verified correct billing codes.

o Check Clients OUT: Verify they are correctly marked as RS, Cx or NS.

o Schedule Clients.

· Phone Calls

o Confirm Appointments.

o Answer ALL in-coming phone calls: “Thank-You for calling Family Solutions, this is (state your name), How can I direct your call?” in a friendly, and understandable tone. Be willing to explain all services provided, and locations served.

o Check Voicemails regularly.

o Call on Referrals.

o Re-schedule cancellations when the cancellation is made or as soon as possible, thereafter.

· Payments

o Collect any Account Balance Due including Co-Pay/Deductible/Co-Insurance due for that day’s visit.

o Enter Payment in Clients EHR Account-Hand receipt with payment description (Cash, Check, Credit/Debit Card) to client before they leave.

o If Client has a balance, payment arrangements must be made before scheduling next appointment.

· Miscellaneous

o Empty all Trash Cans in your area

o Keep Office Area Clean, Neat, Organized and Professional-Looking

o Notify Supervisor of any equipment or repairs needed

o Regularly check Supplies, notify Supervisor if any supplies are needed

o Assist Co-Workers or other Staff as needed keeping a positive attitude

o Report any concerns or issues to Supervisor immediately

Disclaimers:

· The above duties and responsibilities are essential job functions, subject to reasonable accommodations. All job requirements listed above indicate the minimum level of knowledge, skills and/or abilities deemed necessary to perform the job satisfactorily and proficiently. Refer to company handbook and/or clinical policies/procedures for additional employment-related requirements.
This job description is not intended to be construed as an exhaustive statement of duties, responsibilities or requirements. Employees may be required to perform any other job-related instructions, as requested by their supervisor/management.

Job Type: Full-time

Work Location: In person