Front Office Assistant

Job Description:

SUMMARY:

The Front Office Assistant is responsible for day-to-day administrative and general office duties, providing prompt, courteous, and professional interactions.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES:

• Greets patients and visitors warmly, either in person or over the phone, addressing inquiries or directing them as needed. Verifies patient eligibility for medical insurance coverage.
• Optimizes patient satisfaction, provider time, and exam room utilization by managing appointment scheduling efficiently.
• Answers phone calls promptly and professionally, directing them appropriately, and offering voicemail, paging, or call redirection when necessary.
• Notifies and directs employees to meet visitors, ensuring they are escorted to the appropriate waiting areas.
• Facilitates patient flow and communicates delays effectively to both patients and clinical staff.
• Adheres to clinic safety and security protocols, maintaining confidentiality of restricted areas, keyless entry codes, and computer system passwords.
• Clearly explains financial requirements to patients or responsible parties and collects copays as required.
• Maintains a clean and organized reception area, patient waiting area, and office files.
• Monitors inventory levels of medical office supplies, places orders, and oversees office equipment maintenance.
• Ensures appointment schedules run smoothly by verifying patient insurance benefits before appointments, sending reminders, registering and checking in patients promptly, preparing necessary documents, and managing late arrivals by rescheduling or adjusting as needed.
• Eases patient anxiety by offering reassurance, answering questions, and maintaining a clean and welcoming reception area.
• Ensures access to treatment information by organizing and retrieving patient records efficiently.
• Updates and maintains patient accounts, including demographic and insurance information in the electronic health records system.
• Keeps accurate financial records by updating patient financial data, recording charges, and providing receipts for payments.
• Supports preventative care by reminding patients of upcoming preventative exams and screenings.
• Assists patients in distress by responding quickly and calmly to emergencies.
• Safeguards patient privacy by strictly adhering to HIPAA regulations to protect personal and financial information.
• Assists in training and orienting new staff members as needed.
• Interacts with Tribal members and the public in a courteous, professional, and efficient manner.
• Demonstrates dedication to providing the highest quality of patient care.
• Delivers exceptional customer service to clients and vendors of Three Rivers Health Center.
• Other duties as directed by management.

PHYSICAL & MENTAL DEMANDS:

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Varied activities including standing, walking, reaching, bending, lifting.
• Requires full range of body motion including handling and lifting patient’s manual and finger dexterity and eye-hand coordination.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Must be willing and able to work long hours, which may include evenings and weekends.
• Must be willing and able to travel both locally and within the CTCLUSI service delivery area.

WORKING CONDITIONS & ENVIRONMENT:

• The noise level in the work environment is usually moderate and can occasionally reach a high level for short periods of time.
• May be required to work in locations other than Three Rivers Health Center, such as schools or at an outreach work location.
• May be required to attend meetings, conferences and Tribal events.

JOB LOCATION
Three Rivers Health Center
150 S. Wall Street
Coos Bay, Oregon 97420

Apply online @ www.ctclusi.org

Open until Filled

Experience and Skills:

MINIMUM JOB REQUIREMENTS:

• Must be at least 18 years of age.
• High school diploma/certified equivalent.
• One year of experience in customer service or reception, preferably in a medical office setting.
• Proficient in medical terminology, organizational services, and staff responsibilities to accurately direct callers.
• Familiar with administrative processes, procedures, claims processing, and preparing patient charts.
• Strong understanding of basic math and modern office procedures.
• Skilled in operating a multi-line phone system, including call transfers and paging.
• Able to exercise diplomacy and tact while multi-tasking, organizing, and scheduling patient appointments.
• Proficient in spreadsheet and word processing software, including Microsoft Office (Word, Excel, PowerPoint) and practice management software.
• Capable of typing 55 WPM and operating a 10-key calculator by touch.
• Adequate hearing and clear communication skills to answer phones and interact with patients.
• Ability to work effectively under pressure with minimal supervision.
• Skilled in eliciting necessary information to route calls efficiently and de-escalate concerns from irate callers or patients.
• Maintains a high level of confidentiality in all work-related matters.
• Flexible to work evening shifts as needed.
• Exceptional organizational skills.
• This is a safety sensitive position and will be subject to pre-employment drug testing and criminal history background check, which will include fingerprinting.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.