Office Assistant

Reports to

Clinic Office Manager

Major Responsibilities

The Office Assistant is responsible for providing office support as needed and assigned, while demonstrating good and responsive customer service to all customers. Duties and responsibilities will vary depending upon assigned roles at each site.
(For additional information regarding the specific duties, please see attached pages.)

Education and Experience Requirements

1. Valid driver’s license and reliable transportation
2. High school diploma or equivalent
3. At least one year relevant experience
4. Excellent interpersonal, communication, and organizational skills.
5. General knowledge of office procedures and equipment.
6. Strong computer skills.
7. Type approximately 40 wpm.
8.  Professional demeanor.

If you are interested in the above position, please forward your resume & letter of intent to Maura Sullivan (msullivan@askbhsc.org or extension 286) in the Human Resource Department

Specific Duties

1. General
   1. Maintains office operating in an efficient, well-organized and professional manner.
   2. Demonstrates good customer service to all patients, clinicians, employees, and visitors.
   3. Acts in assigned Clinic Front Office role for the day and completes the work for the assigned role in order to efficiently schedule patients, check patients in and out, and provide any related follow-up for patients and clinicians.  Assigned roles may include, but are not limited to, calling patients, providers, and insurance companies, data entry of patient information into computer systems, review and maintaining of medical records, and typing reports.
   4. Data enters all new and updated referral and authorization information into the computer system.
   5. Types, copies, and files as needed.
   6. Responsible for the safe evacuation of patients in waiting room reception area in the event of an emergency.
   7. Regularly covers for switchboard, Room 100, back door duties.
   8. Regularly covers for off site facilities – Amherst and Southgate locations.
   9. Acts as cashier, responsible for maintaining balance of register for hearing aid deposits and co-pays
   10. Listens to and returns voice mail messages before day’s end.
2. Other duties as assigned.

   1. Answers department phone calls.

   2. Completes new patient intake from patients calling the Center, including patient demographics and insurance information.

   3. Schedules appointments for patients calling the Center.

   4. Provides follow-up phone call to schedule appointments, including unscheduled speech patients.

   5. Checks and enters all information, new and updated, into the computer system.

   6. Mails appointment letters and required questionnaires to all new patients.

   7. Previews charts and fastens attachments.

   8. Checks Medicaid numbers via EMVS machine, writes eligibility, exceptions on encounters.

   9. Checks referrals and authorizations.

   10. Confirms hearing aid coverage.

   11. Prints and posts Speech schedule.

   12. In the absence of a medical records clerk, obtains all patient charts for the next business day.

   13. Assists with Front Desk Assistant role during busy periods.

   14. Covers for Front Desk Assistant when that person is absent.

3. Closing 
   1. Prepares deposit and close cash drawer.
   2. Collects encounter forms.
   3. Prepares encounter forms for the next day:
      1. Arranges encounter forms in order by clinician and appointment time.
      2. Reviews each encounter form for a diagnosis and procedure code.