Job Description

JOB SUMMARY: Under the direction of the Office Manager, responsible for greeting patients, checking them in and out. Assists in tracking office statistics and performance improvement reports as directed by the Practice Manager. Assists with billing issues resolution. Responsible for patient scheduling, registration and authorizing appointments (re-certification). Assists with insurance, verification of schedules, and patients. When necessary, may be asked to perform some of the duties of the Medical Assistant to assist with patient flow.

JOB TASK LIST:

1. Schedules practice appointments using automated scheduling system. Schedules return visit appointments as appropriate assuring smooth functioning. Identifies and solves problems as appropriate through strong initiative and proactive means.
2. Ensures insurance information and patient demographics are completed and updated.
3. Assists team with all facets of preparing for patient visits, including copay and referral collection. Assures completion of Consent to Treat, HIPAA and other forms as appropriate.
4. Facilitates physician orders for testing and explains any -post-visit instructions as directed by physician and/or RN. Ensures appropriate patient information and labs are obtained for Center visits.
5. Establishes and maintains a good rapport with patients, families, visitors and referral sources. Responds to telephone inquiries from patients, physician offices and outside sources in an accurate and courteous manner. Monitors treatment area to ensure maximal client comfort and safety.
6. Assists with tracking patients who have not kept appointments by calling patients and rescheduling as appropriate.
7. Obtains, completes and follows up on all necessary paperwork in an accurate and timely manner. Maintains records and files, ensures documentation is scanned into patient records.
8. Responds to inquiries, complaints/problems, and/or requests from physician offices and payers in an accurate, courteous and timely manner, coordinating with appropriate personnel to ensure resolution of issues.
9. Informs Manager on a daily basis of any problems resolved or needing immediate attention to keep system running smoothly and to avoid errors.
10. Monitors supply inventory and orders supplies as needed or directed by Manager. Restocks supply carts.
11. Performs other duties as assigned.
12. Demonstrates interpersonal skills appropriate to the age/developmental stage of the patient, family and/or visitor.

Qualifications

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

** Education & Training:** **** A high school diploma or equivalent is required. Must have either one (1) year of previous customer service experience or completed an accredited or approved Administrative Assistant program within the last 12 months

** Work Orientation & Experience:** Previous healthcare or medical office experience is preferred.

Skills & Abilities : Ability to: a) handle multiple tasks simultaneously; b) communicate effectively and professionally with patients, medical staff, and team members; c) maintain confidentiality with patients and team member information; d) communicate effectively, orally and in writing; e) answer multi-line phones; and f) work independently, use critical thinking skills, and take initiative in achieving departmental goals; g) maintain professionalism at all times. Demonstrated skills in: a) computer literacy to include word processing, database and spreadsheets in Microsoft Office Professional software; b) customer service; c) attention to detail with follow-through; and d) strong organizational skills.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation:

• Pay Range: $17.00-$22.80
• Other Compensation (if applicable):
• Review the 2025-2026 UMMS Benefits Guide