Administrative Assistant

Job Title:

Front Desk / Administrative Assistant

Reports To:

Facility Director / Lead Administrative Staff

The Front Desk / 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

• 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

• Maintain a high level of professionalism and patient satisfaction
• Address patient concerns and escalates 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:
  The ability to separate emotional feelings from the real issues at hand.
• Responsibility:
  The ability to accept choices you have made and the results they have led to.
• Communication:
  The ability to write and speak effectively; actively listens to others, and give feedback.
• Flexibility:
  Demonstrate responsiveness and adaptability following change initiatives.
• Intelligence:
  Understand information and apply new knowledge.
• Energetic:
  Exhibits high levels of energy and enthusiasm.
• Organized:
  Efficient in structuring tasks to be accomplished.
• Computer Savvy:
  The ability to use technology efficiently and effectively.
• Customer Service:
  The ability to enhance customer satisfaction.
• Job Knowledge/Technical Knowledge:
  Knowledgeable of current role and technical systems, and the impact it has on the organization.
• Integrity and Respect:
  Demonstrates upmost level of integrity.
• Interpersonal Communication:
  Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation.
• Collaboration and Partnership:
  Encourages participation from team members.
• Manages Change:
  Demonstrates flexibility with changing environments.
• Problem Solving:
  Resolve issues in a timely manner
• Attention to Detail:
  Follows procedures to ensure entry of data.
• Organization:
  Uses time efficiently by prioritizing and planning work activities.
• Judgment:
  Ability to make independent decisions.
• Teamwork:
  Works with others to accomplish objectives and shows support for decisions.
• Quality:
  Sets high standards to ensure quality in work performed.
• Accountability:
  Takes responsibility for adhering to all company policies, procures, and performance expectations.

• Patient Registration Accuracy:
  Maintain = 98% accuracy in patient demographic, insurance, and financial data entry
• Patient Check‑In Time:
  Complete patient registration within 5–10 minutes on average
• Call Handling:
  Answer = 90% of incoming calls within 3 rings and route appropriately
• Payment…