FRONT OFFICE ASSISTANT III – DIABETES CENTER

Company Name: Hoag Hospital Hoag Memorial Hospital Presbyterian

Location: Newport Beach, CA, US - 92657

Job Duration: 2021-04-08 to 2021-05-08

Overview

Front Office Assistant I/II/III

Under the direction of the RN Clinical Manager, performs a variety of clerical duties and front office operations in support of the patient care activities of the department. Ensures even patient flow and continuous communication within the Diabetes Center.

 

The Front Office Assistant displays and practices a work-style that reflects the mission, vision and values of the Diabetes Center, as well as Hoag Hospital. Participates in the continuous quality improvement process as required.  Maintains a working knowledge of departmental standard operating procedures, including the use of specialized instrumentation, Quality Control requirements, and preventive maintenance.

 

ESSENTIAL FUNCTIONS:

 

Front Office Assistant I:

Facilitates the scheduling process for patients presenting to the Diabetes Center:

Greets visitors promptly and courteously, using eye contact upon their arrival in the Diabetes Center

  • Directs and assists all patients.
  • Answers phones and assists patients, consistently providing timely and accurate information to patients, physicians, Organization personnel, and public sector to achieve the highest possible level of satisfaction.
  • Collects required information from patient as requested by clinic physician.
  • Schedule appointments for multiple physicians.

 

Supports all administrative functions for the Diabetes Center, including recordkeeping and correspondence.

  • Demonstrates flexibility in accepting schedule and work assignments.
  • Reports to the supervisor in a timely manner all "near misses", potential, and actual errors.
  • Wears name tab when on hospital property.
  • Documents all messages from patient and provider calls.
  • Keeps supervisor informed when problems may interfere with work being completed on time.

 

Front Office Assistant II:

In addition to the above, the Front Office Assistant II will:

  • Acts as a resource and provides guidance to new employees, offering assistance and direction to less-experienced team members.
  • Aids in maintaining appropriate supply levels for the Diabetes Center, providing input for the office supply ordering.
  • Assists with the receipt, distribution, and storage of supplies.
  • Supports patient appointment schedule, placing calls to patients who need appointment notification or reminders, including time, date and address/directions for the Diabetes Center.

 

Front Office Assistant III:

In addition to the above, the Front Office Assistant III will:

  • Responds appropriately to inquiries and complaints. Can troubleshoot and problem solve independently as situations occur.
  • Ensures Front Office equipment functions properly, placing services calls when required.
  • Orders, distributes and stores office supplies for the Diabetes Center.

 

Other requirements of the Front Office Assistant I, II, III 

  • Position may require local travel between various Organization locations.
  • Position may require participating in meetings outside of normal business hours including occasional evenings and/or weekends.

 

Education, Training and Experience

 

Required:

 

Front Office Assistant I:

  • High School Diploma or equivalent.
  • Minimum one (1) year clerical experience, including filing, use of calculator and basic telephone skills.

Front Office Assistant II

In addition to the above, the Front Office Assistant II will have:

  • Minimum one (1) year medical front office experience, preferably within an acute healthcare system environment.

 

Front Office Assistant III:

In addition to the above, the Front Office Assistant III will have:

  • Minimum two (2) years front office experience within an acute healthcare system environment.

 

Preferred:

Front Office Assistant I:

  • One (1) year medical front office experience, preferably within an acute healthcare system environment.

Front Office Assistant II:

  • Two (2) years front office experience within an acute healthcare system environment.

Front Office Assistant III:

  • Three (3) years front office experience within an acute healthcare system environment.

 

Skills or Other Qualifications

 

Required:

 

Front Office Assistant I:

  • Basic keyboarding skills at 35 WPM.
  • Basic knowledge of Microsoft Office Suite, including Outlook, Word and Excel.
  • Excellent communication skills; customer focused; excellent attention to detail; able to prioritize tasks and meet deadlines; strong interpersonal skills; able to work in a team environment.

Front Office Assistant II:

In addition to the above, the Front Office Assistant II will have:

  • Proven ability to interface with all customer levels (physicians, Organizational staff, insurance companies, patients and family members).
  • Basic knowledge of medical terminology.

Front Office Assistant III:

In addition to the above, the Front Office Assistant III will have:

  • Working knowledge of medical terminology, plus full understanding of medical insurance procedures.

 

Preferred:

 

Front Office Assistant I:

  • Knowledge of registration and order entry systems.
  • Knowledge of medical terminology.

Front Office Assistant II:

  • Knowledge of patient scheduling and insurance verification.

Front Office Assistant III:

  • Trouble-shooting and problem-solving skills.

Intermediate knowledge of Microsoft Office Suite, including Outlook, Word and Excel.

 

 

 

 

 

License and Certifications

 

Required:

Front Office Assistant I, II, III

  • Current CPR Certification (may be obtained within 60 days of hiring).