Appointment and Business Assistant

Family Health Center•Marshfield, WI

About The Position

The Appointment & Business Assistant is the initial point of contact for patients and customers in person and by telephone. The role assesses patient and customer needs and coordinates scheduling, billing, and the timely obtaining or release of records in accordance with organizational policies. It supports efficient operations through seamless communication and service processes that enhance patient and customer satisfaction. The position operates computer and phone systems to schedule and coordinate appointments, registers and checks patients in and out, handles payments and records, supports referrals and document processing, and performs receptionist and front desk duties. It 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 involving 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 across departments.
Send and receive letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
Collect and update patients’ 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 (ROI) requests according to 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.