Ambulatory Office Assistant II, Full Time, Days, Richfield Spring Health Center

Bassett Healthcare Network•Richfield Springs, NY

12d•Onsite

About The Position

The Ambulatory Office Assistant II 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 through courteous service, clear communication, accurate scheduling and registration, and administrative and/or clinical support for ambulatory care teams. Depending on the department, the position may include direct patient care, payment collection, cash handling, insurance eligibility processing, and referral coordination. The assistant handles patient reception and calls; gathers and updates demographic, financial, and insurance information; schedules and confirms appointments; coordinates referrals and authorizations; and supports patient flow through chart review, rooming, documentation, point-of-care testing, and related clinical duties. Other responsibilities include payment and cash-drawer management, office and clinic support, records handling, supply and inventory coordination, confidentiality, and participation in training, quality improvement, and ongoing education. The role may involve occasional travel and coverage at other locations or departments after orientation.

Requirements

Minimum of 2 years of relevant work experience; an associate degree or higher may substitute for this experience requirement.
BLS certification within 6 months of hire.
Computer skills.
Customer service skills.
Time-management skills.
Ability to multitask.
Communication skills.
Ability to recognize problems.
Ability to meet the stated physical demands of medium work, including occasional force up to 50 pounds and frequent or constant force at lower levels.
Ability to perform the listed occasional and constant physical activities and work around the listed occasional hazards and conditions.

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, handle incoming calls, take and follow up on messages, and help resolve patient concerns or service issues.
Provide patients with required informational materials and offer enrollment in MyBassett by phone or in person.
Keep patients informed about appointment delays and maintain current communication preferences.
Collect and accurately enter patient demographic, financial, insurance, and regulatory information during registration; verify primary care and billing provider information when applicable.
Schedule, confirm, edit, and reschedule appointments according to departmental guidelines, and direct schedule changes requiring approval to a supervisor.
Process referral requests and coordinate referrals, including obtaining prior authorizations, tracking referrals, contacting referred-to providers, and communicating appointment instructions to patients.
Review charts before clinic visits, obtain missing information, ensure reports and equipment are available, and prepare medication refill messages according to guidelines.
Greet and room patients, verify identity using two identifiers, document work-up information, communicate patient concerns to providers, and support clinical documentation.
Perform point-of-care testing and EKGs as required by the department; maintain testing controls and logs and meet competency requirements.
Clean and stock exam rooms, monitor supplies and medication expiration dates, enter charges for supplies and clinical testing, and support inventory management.
Collect patient payments, receipt transactions, balance the cash drawer, prepare daily cash-ups, and manage petty cash in accordance with policy.
Date-stamp, route, prepare, scan, index, file, and mail patient-related documents; route medical-record release requests to the appropriate HIM location.
Maintain office supplies, forms, records, filing systems, and clinic operations; open or close the clinic and provide cross-coverage as requested.
Maintain patient confidentiality and access health information only as needed for job responsibilities.
Participate in audits, performance-improvement activities, environmental rounds, downtime procedures, code responses, and organizational or site-specific process changes as assigned.
Train and orient new staff, act as a subject matter expert or lead in assigned functions, attend required education and meetings, and maintain job-specific knowledge and competencies.
Perform similar or related duties as requested or directed.