Administrative Assistant – Business Office

Job Summary

Provides administrative and operational support for the Business Office by coordinating mail processing, surgery reconciliation and billing support, medi-legal services, medical records, financial deposits, and general office operations. Serves as a key liaison between clinical staff, physicians, attorneys, billing staff, and outside facilities to ensure accurate documentation, timely billing, and efficient workflow.

Provides administrative and operational support for the Business Office by coordinating mail processing, surgery reconciliation and billing support, medi-legal services, medical records, financial deposits, and general office operations. Serves as a key liaison between clinical staff, physicians, attorneys, billing staff, and outside facilities to ensure accurate documentation, timely billing, and efficient workflow.

• Coordinate daily business office operations, including mail processing, bank deposits, post office and clinic deliveries, and document distribution.
• Process, organize, scan, and route insurance correspondence, payments, and billing documentation.
• Monitor incoming faxes and distribute payment and insurance information to the appropriate departments.
• Perform surgery reconciliation by collecting operative reports, tracking procedures, verifying documentation, maintaining reconciliation reports, and ensuring timely billing.
• Support surgery billing by reviewing documentation, verifying patient insurance information, coordinating coding review, and submitting complete billing information.
• Coordinate medilegal services, including communication with law offices, scheduling approvals, payment collection, and documentation management.
• Process and route medical records requests, subpoenas, and archived billing records.
• Maintain spreadsheets, reports, and records to support monthly financial and operational reconciliation.
• Provide administrative and basic technical support for business office operations as needed.
• Collaborate with physicians, clinical staff, billing vendors, and external facilities to ensure accurate and timely completion of assigned responsibilities.
• Perform other duties as assigned.

• Strong organizational skills with exceptional attention to detail.
• Knowledge of medical terminology, insurance processes, and healthcare billing practices.
• Ability to manage multiple priorities while meeting deadlines.
• Proficient in Microsoft Office, electronic medical records (EMR), and office technology.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and collaboratively in a fastpaced healthcare environment.

• High school diploma or equivalent required
• Minimum one year of administrative experience in a medical office or healthcare setting preferred.

• Prolonged periods of sitting and working at a computer.
• Frequent walking between office departments and occasional travel to clinics, banks, post office, or other local facilities.

• Health, dental, vision, and life insurance, 401(K) with company match, PTO, paid holidays, employee perks.

This is a full-time, non-exempt position working Monday-Friday.

OrthoLA is an equal opportunity employer.