Front Office Assistant | Temporary On-Site – Glendale, CA

Job Description

This is a full-time, temporary position anticipated to last approximately three months

The Front Office Receptionist serves as the primary point of contact for Prime MSO, managing the full lifecycle of medical and demographic records while delivering professional front-desk operations. This role is central to the accuracy of patient documentation, file integrity, and interdepartmental communication — particularly with surgical facilities and the Billing/Accounting departments. The ideal candidate brings a positive, professional attitude, strong organizational skills, and the ability to prioritize high-volume document management responsibilities alongside daily administrative duties.

Job Responsibilities:

• Review, sort, and accurately digitally file patient medical and demographic records to the company management drive in a timely manner.
• Conduct routine file audits to ensure records are complete, correctly categorized, and compliant with company standards and applicable regulations.
• Identify, flag, and resolve filing discrepancies, duplicate records, errored, or missing documentation through systematic audit processes.
• Maintain document version control and ensure all records reflect the most current and accurate patient information.
• Manage secure retention, archiving, and disposal of records in accordance with company policy and regulatory requirements.
• Track and maintain current aging on outstanding or incomplete documentation; escalate unresolved items as appropriate.
• Conduct coding file uploads in conjunction with the Billing/Accounting departments, ensuring accuracy and completeness prior to submission.

• Coordinate communication with surgical facilities regarding missing medical records and revision requests initiated by the Billing department.
• Follow up persistently and professionally on outstanding documentation to minimize delays in billing and records processing.
• Serve as the liaison between clinical facilities and internal departments to ensure timely receipt and accuracy of records.

• Serve visitors by greeting, welcoming, directing, and announcing them appropriately; maintain a courteous and professional demeanor at all times.
• Answer, screen, and forward incoming phone calls; provide accurate basic information and route complex inquiries to the appropriate team member.
• Handle general company inquiries via phone, email, and in person with professionalism and efficiency.

• Process, sort, and distribute incoming and outgoing mail in a timely manner.
• Update appointment calendars and schedule meetings and appointments as requested.
• Assist with maintaining and updating the company directory.
• Perform general clerical duties including photocopying, collating, faxing, and scanning.
• Maintain cleanliness and organization of the front office and conference rooms.
• Maintain a safe, organized, and efficient office environment at all times.
• Complete office runs and errands as needed by management.

• Accomplish all assigned projects on time and communicate proactively if deadlines are at risk.
• Perform additional duties as assigned by management or the Executive team.

Skills and

Qualifications:

• Professional demeanor, including well-groomed appearance
• Proper telephone etiquette is required
• Strong written and verbal communication skills
• Ability to multi-task and prioritize competing responsibilities
• Able to work with staff across all departments

Requirements:

• High school diploma or equivalent required;
  Associate’s degree or medical office certification preferred.
• Prior experience in a medical office, healthcare administration, or records management role…