Administrative Assistant

Los Ninos Home Health Medical Services Phoenix AZ; Phoenix (AZ); On-site; USD 36,000 - 48,000; Full time

Job summary

Los Ninos Home Health Medical Services Phoenix AZ is seeking an Administrative Assistant to provide essential administrative and customer service support in a healthcare environment. You will manage phone calls, maintain patient records, process referrals and prescriptions, and assist with HIPAA compliance and daily operations.

The role requires strong organizational skills, attention to detail, and proficiency with Microsoft Office; prior healthcare office experience is preferred.

Qualifications

• High school diploma or equivalent required.
• Prior administrative, customer service or healthcare office experience preferred.
• Excellent telephone etiquette and communication skills.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Accurate data entry and attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong organizational and time-management skills.

Responsibilities

• Answer incoming phone calls professionally and courteously.
• Route and transfer calls to appropriate departments or personnel.
• Enter and maintain patient records and prescription-related data.
• Follow up on prescription-related requests with patients, providers, pharmacies, and insurers.
• Maintain accurate electronic patient records.
• Assist with prior authorization submissions.
• Provide excellent customer service and respond to routine inquiries.
• Verify information for completeness and accuracy.
• Support general administrative duties including filing, scanning, faxing, emailing, and document management.
• Ensure HIPAA compliance in handling patient information.
• Assist with special projects and other administrative tasks as assigned.

Skills

Customer service

Communication

Data entry

Multitasking

Organization

HIPAA compliance

Telephone etiquette

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Details

Job Location: Los Ninos Home Health Medical Services Phoenix AZ - Phoenix, AZ 85042 Job Title: Administrative Assistant

Department: Home Medical Services / Healthcare Operations

Position Summary

The Administrative Assistant provides essential administrative and customer service support to ensure efficient daily operations. This role serves as a primary point of contact for patients, healthcare providers, and internal staff by managing phone communications, documenting patient interactions, entering and maintaining accurate records, and following up on prescription-related requests.

Key Responsibilities

• Answer incoming phone calls professionally and courteously.
• Route and transfer calls to the appropriate departments or personnel.
• Perform data entry of patient information, referrals, prescriptions, and other healthcare records.
• Follow up with patients, providers, pharmacies, and insurance companies regarding prescription status and document correspondence in company system(s).
• Maintain accurate and up-to-date electronic patient records.
• Assist with prior authorization submissions
• Respond to routine inquiries and provide excellent customer service.
• Monitor and prioritize voicemail messages and return calls as appropriate.
• Verify information received from patients and healthcare providers for completeness and accuracy.
• Assist with general administrative duties including filing, scanning, faxing, emailing, and document management.
• Ensure compliance with HIPAA and company privacy policies when handling patient information.
• Support team members with special projects and additional administrative tasks as assigned.

Other Duties

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• High school diploma or equivalent.
• Previous administrative, customer service, or healthcare office experience preferred.
• Strong telephone etiquette and communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Accurate data entry and attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong organizational and time-management skills.

Preferred

• Experience working in a medical office, home healthcare, durable medical equipment (DME), or healthcare support environment.
• Knowledge of medical terminology and prescription workflows.
• Familiarity with electronic medical records (EMR/EHR) systems.

Competencies

• Customer Service Excellence
• Professional Communication
• Attention to Detail
• Organization and Multitasking
• Teamwork and Collaboration
• Problem-Solving Skills
• Confidentiality and HIPAA Compliance

Work Environment

Office-based position with regular interaction with patients, healthcare providers, pharmacies, and internal staff via phone, email, and electronic systems.