Job Title: Front Office Assistant I/II/III/Lead
Duration- 3 months
Location- Newport Beach, CA 92660
Pay rate- $20/hr - $25/hr
POSITION SUMMARY
The Front Office Assistant provides clerical and front-office support for the Outpatient Treatment Center. The position supports patient registration, scheduling, communication, documentation, and administrative operations while ensuring efficient patient flow and a high level of customer service.
The Lead level additionally coordinates daily front-office operations, assigns work, supports team members, and assists with training, performance, and workflow management.
KEY RESPONSIBILITIES
- Greet patients and visitors promptly and courteously.
- Answer phones and assist walk-in patients, physicians, staff, and visitors with accurate and timely information.
- Register patients and collect demographic and clinical information for the medical record.
- Schedule patient appointments and provide appointment notifications and reminders.
- Obtain required documentation for new patients and treatment appointments.
- Prepare and organize patient charts and documentation.
- Enter and scan documents into EPIC and maintain complete medical records.
- Coordinate scheduling with clinical and other departments as needed.
- Print and distribute daily nursing schedules.
- Maintain appropriate levels of forms and front-office supplies.
- Respond appropriately to patient inquiries and complaints and troubleshoot issues as needed.
- Complete patient pre-admission information prior to treatment.
- Collect applicable patient charges at the end of the day.
- Maintain quality checklists and support departmental quality improvement initiatives.
- Maintain front-office equipment and arrange service when required.
- Follow departmental SOPs, quality requirements, safety procedures, and regulatory standards.
- Maintain confidentiality of patient and organizational information.
- Perform other duties as assigned.
ADDITIONAL LEAD RESPONSIBILITIES
- Coordinate and oversee daily front-office operations.
- Assign duties and projects based on departmental priorities.
- Train, coach, and support new and existing team members.
- Participate in interviewing and selection of new team members.
- Conduct and document employee orientation.
- Provide input for performance evaluations and address performance deficiencies according to policy.
- Organize and participate in team meetings.
- Monitor workflow, staffing, and departmental resources.
REQUIRED QUALIFICATIONS
Front Office Assistant I:
- High School Diploma or equivalent.
- Minimum 1 year of clerical experience.
- Basic telephone, filing, calculator, and keyboarding skills.
- Minimum keyboarding speed of 35 WPM.
- Basic knowledge of Microsoft Office, including Outlook, Word, and Excel.
- Excellent communication, customer service, organization, and interpersonal skills.
Front Office Assistant II:
- Minimum 1 year of medical front-office experience, preferably in an acute healthcare environment.
- Knowledge of basic medical terminology.
- Ability to work with patients, families, physicians, staff, and insurance companies.
Front Office Assistant III:
- Minimum 2 years of medical front-office experience, preferably in an acute healthcare environment.
- Working knowledge of medical terminology.
- Strong understanding of medical insurance procedures.
- Strong troubleshooting and problem-solving skills.
Front Office Assistant Lead:
- Minimum 3 years of front-office experience in an acute healthcare environment.
- Strong troubleshooting, communication, training, management, and leadership skills.
- Intermediate Microsoft Office knowledge.
- Spanish language skills.
- Preferred: 1 year of supervisory experience and an Associate or Bachelor's degree in a healthcare-related field.
PREFERRED QUALIFICATIONS
- Medical front-office experience.
- Patient registration and scheduling experience.
- Insurance verification experience.
- Knowledge of registration/order-entry systems.
- Knowledge of medical terminology.
- EPIC or similar electronic medical record experience.
ADDITIONAL REQUIREMENTS
- Position may require local travel between Client locations.
- Occasional meetings outside normal business hours, including evenings and/or weekends, may be required.
- Must maintain professional communication, teamwork, attention to detail, and customer-focused service.
- Must follow patient safety, confidentiality, quality, compliance, and departmental policies.
WORK ENVIRONMENT
- Primarily office/front-desk environment with frequent computer and telephone use.
- Requires frequent walking and constant sitting depending on workflow.
- May involve exposure to communicable diseases, hazardous materials, blood, body fluids, and tissue.
- Repetitive hand movements and fixed neck positioning may be required due to computer work.