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Department:  Allied Health
Status:  Full Time
Shift:  1st

Job Summary:


The Front Office Assistant for the Multi-Specialty Timeshare of Hoag Hospital perform a variety of clerical duties and front office operations in support of the patient care activities, ensuring even patient flow and continuous communication within the timeshare, referring physician offices, and Organizational staff.


Essential Functions:


  • Facilitates the registration and scheduling process for patients presenting to the Multi-Specialty timeshare.
  • Greets visitors promptly and courteously, using eye contact upon their arrival at the Timeshare
  • Answers phones and assists walk-in patients, consistently providing timely and accurate information to patients, physicians, Organization personnel, and the public sector to achieve the highest possible level of satisfaction.
  • Collects initial demographic and clinical patient information (patient history and meter upload) and enters it into the medical record.
  • Enters charges into Affinity and collects payments.
  • Prepares and sends packets to all new patients; compiles charts for new patients.
  • Prepares charts and schedules for the next day.
  • Supports all administrative functions for the Timeshare, including recordkeeping and correspondence.
  • Aids in maintaining appropriate supply levels for the timeshare, providing input for the office supply ordering.
  • Assists with the receipt, distribution, and storage of supplies.
  • Supports patient appointment schedule, placing calls to patients who need appointment notification or reminders, including time, date, and address/directions to the timeshare.
  • Ensures Front Office equipment functions properly, placing service calls when required.
  • Manages the physician's schedules in the scheduling software system, blocking and opening slots as needed and requested
  •  Clinical Care: Ensure that quality patient care is delivered to all patients on a 24-hour basis, and the unit is maintained in accordance with professional and regulatory standards and the philosophy and goals of Hoag.
  • Perform other duties as assigned.


Other requirements of the Front Office Assistant I, II, III, and Lead:

  • All levels of the Front Office Assistants may be asked to act as a backup for each other to maintain business and to provide service for the Multi-Specialty Timeshare customers.


Education, Training & Experience Required:


  • High School Diploma or equivalent
  • Minimum one-year clerical experience, including filing, use of calculator, and telephone skills. 


Education, Training & Experience Preferred:


  • One year medical front office experience, preferably within an acute healthcare system environment. 


Skills or Other Qualifications:



  • Basic keyboarding skills.
  • Basic knowledge of Microsoft Office Suite, including Outlook, Word, and Excel. 
  • Excellent communication skills; customer-focused, excellent attention to detail, able to prioritize tasks and meet deadlines, strong interpersonal skills, and able to work in a team environment. 



  • Knowledge of registration and order entry systems.
  • Knowledge of medical terminology. 

Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Administrative Assistant, Medical, Medical Office Assistant, Clerical, Law, Administrative, Healthcare, Legal

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