Administrative Assistant - Floater
About The Position
At Father Joe’s Villages, access to compassionate, coordinated care is essential for individuals and families to receive the support they need. Our Village Health Center provides comprehensive medical, dental, behavioral health, and substance use services. The Administrative Floater ensures operations run smoothly across departments, helping patients access care efficiently while maintaining a welcoming and respectful environment. As an Administrative Floater, you will provide flexible, cross-departmental support, helping patients, providers, and staff navigate healthcare and administrative processes. You will work across multiple Health Center programs—including Medical, Dental, Behavioral Health, Referrals, Medical Records, and Outreach & Enrollment—to ensure continuity, accuracy, and excellent service. This is a role for someone adaptable, detail-oriented, and energized by supporting patient-centered care in a dynamic environment.
Requirements
- Associate degree or Medical/Dental Office Administration certificate or at least 3 years of equivalent experience in healthcare or administrative support.
- At least 2 years of experience using a medical or dental electronic health record (EHR) system (such as EPIC, eClinicalWorks, NextGen, etc.).
- Minimum 1 year of experience verifying insurance eligibility and benefits (including Medi‑Cal, Medicare, or commercial plans).
- Working knowledge of medical terminology.
- Intermediate proficiency with Microsoft Office (Word, Excel, Outlook).
- Strong organizational skills, attention to detail, and ability to manage multiple priorities.
- Ability to communicate professionally and respectfully with patients, staff, and external partners.
- Understanding of HIPAA privacy laws and commitment to patient confidentiality.
- Ability to complete annual TB and other required health screenings (reasonable accommodations considered).
Nice To Haves
- Bachelor’s degree in healthcare, social services, public health, or a related field (preferred but not required).
- Strong patient‑centered approach with a commitment to excellent service.
- Comfortable working in a fast‑paced, multi‑department healthcare environment.
- Excellent problem‑solving, prioritization, and communication skills.
- Experience collaborating with teams and external partners to support access to care.
- Professional demeanor, discretion, and respect when handling sensitive information.
- Experience with EPIC or similar EHR systems (preferred).
- Knowledge of Medi‑Cal, Medicare, managed care plans, insurance guidelines, CPT/ICD‑10 coding, and referral authorization processes (preferred).
- Bilingual (Spanish/English) skills are a plus.
Responsibilities
- Provide patient-centered service by greeting patients and supporting check-in, registration, and appointment workflows across multiple Health Center departments.
- Verify and document patient demographics, insurance, and eligibility in the electronic health record (EHR); assist with billing, sliding scale, and enrollment forms as needed.
- Respond to and process requests for information, subpoenas, court orders, and other releases in a timely manner, following HIPAA and legal requirements.
- Track and follow up on all incoming and outgoing health information documents to ensure timely communication of patient records and closure of referral loops.
- Verify insurance benefits and eligibility via insurance portals or phone to ensure accurate billable services.
- Follow up on missing documentation and obtain authorizations when necessary; schedule specialty care, diagnostic studies, Durable Medical Equipment (DME), or other ancillary services to ensure patients receive proper access to care.
- Maintain accurate medical records and assist with indexing, scanning, and health information management in compliance with HIPAA and legal requirements.
- Collaborate with internal teams and external partners to support continuity of care and smooth program operations.
- Complete required trainings on time, follow established policies, and perform other duties as assigned.
Benefits
- Father Joe’s Villages offers a comprehensive benefits package, including medical, dental, and vision coverage, retirement plan options, paid time off, and professional development opportunities.
- Employees also have access to wellness programs and employee assistance resources to support work-life balance and overall well-being.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
