Administrative Assistant - PRN

Job Title: Front Desk / Administrative Assistant

Reports To: Facility Director / Lead Administrative Staff

The Front Desk Lead / Administrative Assistant is responsible for overseeing front desk operations while ensuring efficient patient registration, administrative workflow, and superior customer service. This role combines leadership responsibilities with hands‑on administrative duties to support daily operations, maintain compliance, and enhance patient experience.

• Greet patients in a professional and courteous manner upon arrival
• Accurately enter patient demographic, insurance, and financial information
• Collect co‑pays, deductibles, and co‑insurance payments
• Maintain patient logs, charts, and documentation
• Perform patient check‑in and check‑out processes, including exit interviews
• Answer, screen, and direct incoming calls
• Manage emails, documentation, scanning, faxing, and filing
• Maintain daily financial logs and perform cash reconciliation
• Prepare reports, patient records, and informational packets
• Ensure proper documentation for billing and compliance
• Support and guide front desk staff to ensure smooth workflow
• Monitor daily operations and address inefficiencies
• Assist in training new staff members
• Coordinate with clinical and administrative teams
• Maintain a high level of professionalism and patient satisfaction
• Address patient concerns and elevate issues when necessary
• Communicate effectively with patients, families, and staff
• Ensure compliance with HIPAA, OSHA, and facility policies
• Participate in quality improvement and safety programs
• Audit charts and maintain accurate records
• Maintain adequate supplies and inventory at the front desk
• Assist in ordering and stocking necessary materials
• Maintain a clean, safe, and organized work environment
• Report any safety concerns or equipment issues promptly

• Professional Maturity – Separation of emotional feelings from real issues
• Responsibility – Acceptance of choices and outcomes
• Communication – Effective written and verbal communication; active listening
• Flexibility – Responsiveness and adaptability to change initiatives
• Intelligence – Understanding and application of new knowledge
• Energetic – High levels of energy and enthusiasm
• Organized – Efficient task structuring
• Computer Savvy – Proficiency with technology
• Customer Service – Enhancement of customer satisfaction
• Job Knowledge/Technical Knowledge – Current role knowledge and system impact
• Integrity and Respect – Highest level of integrity
• Interpersonal Communication – Effective communication based on relational dynamics
• Collaboration and Partnership – Encouragement of team participation
• Manages Change – Flexibility in changing environments
• Problem Solving – Timely resolution of issues
• Attention to Detail – Adherence to procedures for accurate data entry
• Organization – Efficient use of time and planning
• Judgment – Independent decision‑making
• Teamwork – Supportive collaboration to achieve objectives
• Quality – Setting high standards for work
• Accountability – Adherence to company policies and performance expectations

• Patient Registration Accuracy – 98% accuracy
• Patient Check‑In Time – 5–10 minutes average
• Call Handling – 90% answered within 3 rings
• Payment Collection – 100% collection of applicable co‑pays and balances
• Document Processing – 95% same‑day completion of scanning, filing, and updates
• Daily Reconciliation – 100% accuracy of cash logs
• Patient Satisfaction – 90% positive feedback on front desk experience
• HIPAA & Compliance – 100% compliance
• Task Completion – 95% of tasks within timelines
• Attendance & Punctuality – 98% adherence to shifts

• Assisting clinical staff with basic non‑clinical tasks when needed
• Supporting other departments during high patient volume
• Helping with onboarding paperwork for new hires
• Covering front desk duties for other shifts or locations
• Assisting with inventory checks or supply restocking
• Participating in meetings, trainings, or special projects
• Performing additional administrative tasks as assigned by management

Education & Experience

• High school diploma or equivalent
• 1‑3 years of office experience in a health care setting preferred
• Previous customer service experience preferred
• Effective communication with customers in person and over the telephone
• Understanding of basic medical terminology

Skills

• Basic computer skill