Administrative Assistant

Responsibilities

The Administrative Assistant provides operational and administrative support to the Central Business Office (CBO) with a strong focus on revenue cycle coordination, compliance follow‑up, interdepartmental communication, and special projects. This role supports billing, finance, and provider teams by completing time‑sensitive tasks, maintaining accurate records, and assisting with ongoing initiatives that impact patient accounts, claims timeliness, and payment posting accuracy.

• Good Faith Estimate (GFE) Project (Up to 30 hours per week initially)
• Support the GFE implementation project during initial rollout and high‑volume periods.
• Investigate incorrect self‑pay loading and discrepancies impacting patient responsibility.
• Communicate findings and needed corrections with billing, registration, and leadership teams.
• Assist in process improvement efforts related to self‑pay accuracy and compliance.
• Track birthdays and employment anniversaries for all CBO staff and send appropriate notifications (excluding designated leadership); approximately 30 minutes per day.
• Maintain and update the CBO organizational chart as changes occur.
• Ensure Sweet Spot spreadsheets are received, reviewed, and properly posted on schedule.
• Verify Care Credit payments are posted correctly; post payments when missing.
• Communicate monthly Care Credit fees to Accounting.
• Email providers or billing managers regarding claims with queries nearing timely filing limits.
• Assist with  access requests for eCW and HST systems.
• Monitor and forward coding updates and newsletters from insurance plans.
• Works closely with CBO leadership, billing managers, providers, and accounting.
• Position may fluctuate in workload depending on project demand (e.g., GFE rollout).
• Requires consistent follow-up and accountability to ensure deadlines are met.

• Strives for continuous quality improvement.
• Participates in educational experiences designed to maintain and/or improve professional competence.
• Maintains high work ethic standards.
• Provides quality customer service to staff, patients, and visitors at all times.

Education:

• High school diploma or GED
• Associate degree preferred

Experience:

• Minimum of 2 years’ experience with revenue cycle
• Familiar with medical office practices
• Background in medical insurance billing preferred
• Experience working with the public via telephone conversation required

Certification/License:

• N/A

Knowledge/skills/Abilities:

• Strong organizational and time‑management skills with attention to detail.
• Ability to manage routine tasks while supporting large, time‑intensive projects.
• Effective written and verbal communication skills.
• Comfortable working with multiple systems and spreadsheets.
• Understanding of healthcare billing, revenue cycle processes, or willingness to learn.
• Ability to handle sensitive financial and patient‑related information professionally.

Works in heated and air‑conditioned area consistent with a normal office environment.

• Health insurance & employer paid short‑ and long‑term disability
• Generous PTO policy, beginning at 148‑hours annually
• 56 hours paid Holiday Leave
• Employer Retirement Plan (401K) with employer match
• Tuition reimbursement and other professional advancements, including a Medical Assistant training program