Appointment and Business Assistant

Family Health Center of Marshfield•Marshfield, WI

About The Position

The Appointment & Business Assistant serves as the initial point of contact for patients and customers in person and by telephone. The role supports service delivery in accordance with customer service standards by assessing needs and coordinating scheduling, billing, and the timely obtaining or release of records in line with organizational policies. The position helps ensure efficient operations and seamless communication that enhance patient and customer satisfaction. The assistant performs appointment and registration tasks, maintains patient and provider information, processes payments and records requests, and supports referrals and front-desk operations. The role requires reliable attendance and adherence to scheduled work hours.

Requirements

High school diploma or equivalent.
Excellent written and verbal communication skills.
Keyboard, computer, and telephone proficiency.

Nice To Haves

Six months of previous experience in a medical or dental care facility, including direct patient contact, or previous customer service experience.
Associate’s degree in health information management, administrative assistant/medical secretary, or a related field.

Responsibilities

Operate computer and phone systems to schedule, register, check in and out, update, and coordinate appointments, including ancillary tests and procedures.
Screen and route incoming calls to support communication across departments.
Send and receive letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
Collect and update patient insurance and demographic information to support accurate documentation and billing.
Maintain and update provider schedules to optimize appointment availability and resource allocation.
Accept patient payments, apply them to the correct accounts, reconcile deposits, and monitor payment plans for timely compliance.
Coordinate release of patient information by verifying consents and complying with HIPAA and applicable laws.
Process Release of Information requests in accordance with organizational policies, ensuring proper documentation, authorization, and tracking.
Review and index scanned documents for accurate upload into electronic health and dental records using designated software and classification systems.
Process referrals by confirming required documentation and forwarding necessary clinical information, such as diagnostic x-rays.
Process legal documents, including guardianship orders, Power of Attorney, and adoption orders, and ensure accurate notation and upload into electronic health and dental records.
Prepare and distribute correspondence to internal and external parties.
Perform receptionist duties, including greeting patients, checking them in, answering inquiries, and supporting front-desk operations.
Maintain strict adherence to scheduled work hours and regular, reliable attendance.
Perform other duties as assigned.