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FRONT OFFICE ASSISTANT III - NEURO 1206d CLINIC

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

The Front Office Assistant of Hoag Hospital performs 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 Neuro Clinic, referring physician offices, and Organizational staff.

 

The Front Office Assistant I, II, III, and Lead displays and practices a work-style that reflects the mission, vision, and values of the Neuo Clinic, as well as Hoag Hospital. Participates in the continuous quality improvement process. Maintains a working knowledge of departmental standard operating procedures, including the use of specialized instrumentation, Quality Control requirements, and preventive maintenance.

 

Essential Functions:

 

  • Facilitates the registration and scheduling process for patients presenting to the Neuro Clinic.
  • Greets visitors promptly and courteously, using eye contact upon their arrival at the Neuro Clinic
  • 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 Neuro Clinic, including recordkeeping and correspondence.
  • Aids in maintaining appropriate supply levels for the Neuro Clinic 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 for the Neuro Clinic.
  • 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
  • Chart patient vital signs and medical history
  • Stock supplies in examination rooms
  • Prepare/Make beds
  • Cleans and prepares equipment for data collection
  • Demonstrates flexibility in accepting schedule and work assignments.
  • Acts as a resource and provides guidance to new employees, offering assistance and direction to less experienced team members.
  • Aids in maintaining appropriate supply levels for the Neuro Clinic, 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 for the Neuro Clinic.
  • Actively works with the patient/physician/physician’s office/manager to facilitate the identification of the alternatives to schedule the procedure.
  • Communicates effectively with the team regarding changes in schedule, patient issues, and physician office concerns.
  • Maintains accurate information gathered, input to the computer, communication board, log, and/or given to the appropriate person.
  • With changes, follows through with timely communication to all appropriate locations and individuals of patient location/assignment, schedule changes.
  • Demonstrates the ability to organize and plan daily work with completion requirements.
  • Prioritizes information and communicates in a timely manner to appropriate persons.
  • Processes incoming prescriptions
  • Responds appropriately to inquiries and complaints.
  • Can troubleshoot and problems solve independently as situations occur.
  • Ensures Front Office equipment functions properly, placing service calls when required.
  • Orders distribute and store office supplies for the Neuro Clinic.
  • 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.

 

Education, Training, and Experience:

 

Required:

  • High School Diploma or equivalent.
  • Minimum two (2) years front office experience within an acute healthcare system environment.

 

Preferred:

  • Three (3) years of front office experience within an acute healthcare system environment.

 

Skills or Other Qualifications:

 

Required:

  • Working knowledge of medical terminology, plus full understanding of medical insurance procedures
  • Proven ability to interface with all customer levels (physicians, Organizational staff, insurance companies, patients, and family members).
  • Basic knowledge of medical terminology.
  • Basic keyboarding skills at 50 WPM.
  • 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; able to work in a team environment.

 

Preferred:

  • Troubleshooting and problem-solving skills.
  • Intermediate knowledge of Microsoft Office Suite, including Outlook, Word, and Excel.

 

License and Certifications:

 

Required:

  • N/A

Preferred:

  • N/A


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

Job Segment: Clinic, Medical Technologist, Neurology, Administrative Assistant, Medical Office Assistant, Healthcare, Administrative

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