Office Assistant

Valley Health Systems•Holyoke, MA

About The Position

Valley Health Systems, Inc., parent company of Holyoke Medical Center, provides physician services throughout Western Massachusetts. The Rheumatology Practice is seeking an Office Assistant to coordinate and perform administrative functions that support efficient daily office operations. The role provides comprehensive support to providers and staff, including patient scheduling and registration, billing, customer service, record maintenance, and general administration. The Office Assistant is expected to maintain accurate records and deliver exceptional patient service. Responsibilities include greeting and checking in patients, verifying and updating patient information in the electronic medical record (EMR), collecting payments, scheduling appointments and coordinating follow-up care, handling calls and messages, processing orders and referrals, maintaining electronic records, monitoring schedules, and supporting general office operations. The role also collaborates with providers and other offices and may provide cross-coverage as assigned. The employer offers a competitive salary package adjusted for relevant experience and skills. The compensation note says the stated range represents base salaries for positions at a given grade across the health system; new hires typically start in the lower part of the range, with actual pay determined by relevant experience, and no employee is paid below the range minimum.

Requirements

High school graduate or GED.
Two years of experience in a physician's office or similar environment.
Excellent communication, interpersonal, organizational, and customer service skills.
Strong attention to detail.
Proficiency in computer applications, typing, transcription, and filing.
Ability to accurately follow verbal and written instructions and effectively manage multiple priorities in a fast-paced environment.

Nice To Haves

Experience in Spanish/English medical or health interpreting.
Experience working with third-party payors.
Working knowledge of ICD-10 and CPT codes.

Responsibilities

Greet and check in patients, provide customer service, and assist with registration.
Verify and update patient demographics, insurance eligibility, referrals, and medical records in the EMR.
Collect co-pays, process payments, and maintain accurate patient account documentation.
Complete patient check-out, schedule follow-up appointments, coordinate diagnostic testing, and provide discharge materials.
Answer incoming calls, schedule appointments, and communicate messages professionally according to established service standards.
Process physician orders, referrals, prior authorizations, and related documentation accurately and promptly.
Maintain electronic medical records by scanning documents, updating information, and managing work lists and correspondence.
Monitor appointment schedules, reminder calls, cancellations, no-shows, and scheduling reports to maximize patient access.
Support daily office operations by managing mail, faxes, supplies, and forms and maintaining a clean, organized work environment.
Collaborate with providers, internal departments, and external offices.
Perform additional administrative duties and cross-coverage as assigned.