Appointment and Business Assistant

Family Health Center of Marshfield•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 their needs and coordinates scheduling, billing, and the timely obtaining or release of records in accordance with organizational policies and customer service standards. The position supports efficient operations through clear communication and service processes that enhance patient and customer satisfaction. The assistant performs appointment and front-desk functions, maintains accurate patient records and provider schedules, handles payments and referrals, and processes records and legal documents. The role also supports compliance with HIPAA and applicable laws when coordinating the release of patient information.

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 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 for 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 the release of patient information by verifying consents and ensuring compliance 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, such as 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.