Job Description
*Contract-to-hire position*
The Front Office Assistant serves as the first point of contact for patients and visitors and plays a key role in ensuring smooth daily operations of a small healthcare practice. This individual supports scheduling, registration, patient communication, insurance-related clerical processes, and general administrative functions while maintaining a welcoming and professional front desk environment. The ideal candidate is organized, detail-oriented, discreet, and comfortable balancing customer service responsibilities with administrative accuracy.
Key Responsibilities
- Welcome patients and visitors, provide clear directions, and ensure a positive first impression of the practice.
- Verify and update patient information in the clinic’s practice management system.
- Maintain a calm, respectful, and professional demeanor in all patient interactions.
- Uphold patient dignity and confidentiality at all times in compliance with HIPAA standards.
- Coordinate appointment scheduling, confirmations, cancellations, and rescheduling according to clinic procedures.
- Enter and maintain accurate patient registration and demographic information.
- Conduct reminder outreach prior to scheduled appointments and assist with follow-up scheduling as needed.
- Respond to patient needs promptly while ensuring appointment workflows remain accurate and efficient.
- Answer incoming calls, screen inquiries, and route messages appropriately with attention to detail.
- Assist patients with general questions related to appointments, documentation, and next steps.
- Contact patients when services/items are ready for pickup, when applicable.
- Assist with insurance verification and documentation review to ensure accuracy against payer guidelines.
- Support billing-related clerical tasks including basic invoice preparation and insurance follow-up on outstanding balances.
- Respond to routine billing questions and escalate complex concerns to the appropriate team member.
- Collect copayments and other fees following practice procedures.
- Post payments accurately, support daily reconciliation, and assist with balancing the register.
- Prepare deposits, track petty cash activity, and support regular bank deposits as directed.
- Maintain patient charts and ensure forms are current, organized, and appropriately filed.
- Support the upkeep of front desk forms and administrative documents to ensure current versions are used consistently.
- Open, sort, and distribute incoming mail.
- Prepare shipments and process outgoing packages as needed.
- Order and maintain front office supplies, forms, and other essential materials required for daily operations.
- Assist with general administrative tasks and provide support to clinical staff as needed.
- Ensure the front office and reception area are clean, organized, and ready for the start of each day.
- Support routine maintenance tasks such as tidying the waiting area, restocking materials, and managing trash/recycling removal per office procedure.
- Assist with practice outreach and marketing initiatives, such as distributing materials or supporting community-facing tasks as assigned.
Qualifications & Skills
- Bachelors degree preferred; additional coursework in healthcare administration or business is a plus.
- Prior experience in a medical or healthcare front office environment strongly is a plus.
- Must keep up to date with COVID vaccines and boosters and flu vaccines.
- Strong interpersonal communication skills with the ability to interact professionally with diverse patients.
- Excellent organizational ability and attention to detail, especially when handling scheduling and data entry.
- Comfortable working with practice management systems and basic office software.
- Ability to handle sensitive information with discretion and maintain strict confidentiality.
- Dependable, punctual, and able to manage multiple competing priorities in a fast-paced setting.
*Quoted hourly range does not guarantee the final hourly offer. Offers will be determined by variables such as years of experience, education level, etc. by the client.**
**This job posting is being posted on a clients behalf by an agency. For confidentiality reasons, this is not the original/exact job description. Specific details will be provided to candidates that are invited to interview with the client.**