Front Office Assistant

JOB SUMMARY:
The Full-Time (Float) Front Office Assistant provides coverage and support across multiple clinic locations as needed. Responsibilities include greeting patients and visitors, answering phones, scheduling, patient intake, insurance verification, and maintaining accurate patient records. This role requires adaptability to different clinic workflows, teams, and patient volumes while ensuring consistent service standards. Frequent phone and in-person interaction with patients, staff, and insurance companies is required.

REPORTS TO: Area Office Manager

OCCUPATIONAL EXPOSURE: Clinical Environment

RESPONSIBILITIES:

• Travel to and provide front office support at various clinic locations based on staffing needs.
• Maintain flexibility to adapt quickly to different teams, systems, and clinic processes.
• Greet patients and visitors in a professional and welcoming manner.
• Answer phones and route calls appropriately.
• Assemble and maintain all patient information folders and clinical records for new and existing patients in a timely and consistent manner.
• Perform patient scheduling and intake processes accurately.
• Ensure accurate documentation to support timely and correct billing.
• Verify insurance coverage and communicate with insurance companies as needed, including providing requested medical information.
• Process and distribute incoming/outgoing mail.
• Fax and/or process Plans of Care, progress notes, and other communications to physician offices and referral sources.
• Collect insurance co-payments and manage point-of-service transactions.
• Ensure documentation of all patient care activities is complete and compliant.
• Adhere to all established policies, procedures, and clinic-specific workflows.
• Communicate effectively with clinic staff and leadership to ensure continuity of operations across locations.
• Assume additional responsibilities as assigned by the Area Office Manager or Clinic Director.

QUALIFICATIONS: Requires a high school diploma, or GED. One or more years of experience in a medical records department or recent graduation from an accredited medical records program strongly preferred. Strong attention to detail and accuracy a must. Strong interpersonal skills with a focus on exceptional customer service required. Computer experience in windows, spreadsheets, and word processing preferred.