Ambulatory Office Assistant I, Per Diem, Days, Little Falls Primary Care

Bassett Healthcare Network•City of Little Falls, NY

About The Position

The Ambulatory Office Assistant I is the first point of contact for patients within Bassett Healthcare Network and a key member of the patient-centered care team. The role supports a high-quality patient experience by providing administrative and, when needed, clinical support to ambulatory care teams. This includes courteous face-to-face and telephone interactions, clear and timely communication with nurses and providers, accurate appointment scheduling, and collection and entry of demographic, insurance, and financial information. Duties may include direct revenue responsibilities, such as collecting payments and handling cash, as well as direct patient care responsibilities. The position supports patients throughout scheduling, registration, referrals, clinic visits, and follow-up. It may involve confirming appointments, coordinating referrals and authorizations, preparing charts, rooming patients, documenting intake information and vital signs, performing point-of-care testing and EKGs, and communicating patient concerns to providers. The assistant also handles office records and correspondence, helps maintain supplies and equipment, and follows Bassett policies, regulatory requirements, and departmental procedures. Occasional travel and coverage at other locations or departments may be required. This is a per-diem, day-shift position at Little Falls Primary Care.

Requirements

Minimum one year of relevant work experience; an associate degree or higher may substitute for this experience.
BLS certification within six months of hire.
Computer skills.
Customer service skills.
Time-management skills.
Ability to multitask.
Communication skills.
Medium physical work: exerting up to 50 pounds occasionally, up to 20 pounds frequently, and up to 10 pounds constantly to move objects.
Occasional physical activities include balancing, climbing, crouching, grasping, kneeling, lifting, pulling, pushing, reaching, repetitive motion, standing, stooping, and visual acuity.
Constant typing, clerical work, dexterity, hearing, seeing or using a computer monitor, talking, and fit testing.
Occasional exposure to bodily fluids or bloodborne hazards, burns, chemicals, electrical hazards, explosives, mechanical hazards, and radiation or radiant energy.
Occasional exposure to extreme temperatures, noise, vibration, wet or humid conditions, dust, fumes, gases, mists, and odors.
Occasional travel may be required.

Nice To Haves

High school diploma or GED preferred.
Customer service experience preferred.
Medical Office Assistant or Medical Assistant certification preferred.

Responsibilities

Greet patients courteously, provide a welcoming first point of contact, and share welcome information with new patients.
Answer and manage telephone calls using department procedures; take complete messages and prescription requests, follow up as needed, and use the electronic medical record messaging system.
Offer patients enrollment in MyBassett and keep communication preferences current.
Inform patients of provider schedule delays and answer questions about the organization, services, and directions to clinical locations.
Obtain and accurately enter or scan patient demographic, insurance, and financial information during registration; confirm primary care and billing providers when appropriate.
Maintain proficiency in front-desk functions, including demographic and financial screening, insurance eligibility and verification, regulatory requirements, and compliance monitoring.
Support collection and processing of Advanced Beneficiary Notice signatures and correct missing registration or insurance information in required systems within 24 hours of notification.
Schedule outpatient appointments according to patient needs and department guidelines; offer alternate providers or locations when appropriate and escalate needs that cannot be met.
Use available scheduling tools, edit schedules when directed, and follow procedures for rescheduling and contacting patients; obtain supervisor approval before making requested schedule adjustments.
Review appointment confirmation and automated reminder lists when required and remind patients that copayments are expected at the visit.
Process urgent referral requests the same day and routine referral requests within 24–72 hours; ensure referral information and applicable prior authorizations are complete and documented.
Manage incoming and outgoing referral queues and follow up with referred-to providers to confirm appointments and receipt of results.
Take ownership of the patient experience across scheduling, registration, lobby awareness, rooming, and referral follow-up.
Prepare charts for provider clinics by seeking necessary reports, laboratory work, and imaging; assess language barriers and obtain authorizations or equipment when needed.
Track outstanding patient information and contact relevant parties to ensure it arrives before appointments; prepare medication refill messages according to provider and department guidelines.
Distribute patient literature and perform point-of-care tests as required; run equipment controls and maintain testing logs; perform EKGs according to departmental protocol.
Greet and room patients promptly, use two identifiers, document work-up information such as vital signs and intake responses, and communicate patient concerns to providers.
Use the electronic medical record for clinical documentation and patient-care communications.
Clean and stock exam rooms, check medications and supplies for expiration, monitor inventory, enter charges for supplies and clinical testing, and meet annual competency requirements.
Explain amounts due based on insurance information, request payment, receipt payments, and balance the cash drawer daily according to finance procedures.
Date-stamp and route incoming patient information; complete basic demographic sections of forms; mail outgoing information; route forms to appropriate departments; and prepare correspondence as directed.
Prepare outside health information for scanning and, when assigned, index and scan records or send them to Health Information Management for scanning.
Route routine or subpoenaed medical-record release requests to the assigned HIM location; handle same-day patient-care continuity requests as needed and seek HIM guidance when necessary.
Maintain office supplies and forms, departmental filing and recordkeeping systems, and correspondence, mail, and other documents.
Open or close the clinic according to divisional guidelines, complete appropriate handoffs in 24-hour departments, and follow procedures for accessing secure areas.
Cover other locations or departments after orientation and adapt to different workflows, processes, and policies across the network.
Attend required in-services, training, meetings, and at least four educational opportunities per year; maintain knowledge of relevant insurance policies, Bassett procedures, regulatory competencies, and job-specific functions.
Perform similar or related duties as requested or directed.