Administrative Assistant

Hacienda Inc; Phoenix, Northern (AZ, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Hacienda Inc in Phoenix, AZ is seeking an Administrative Assistant to provide essential administrative and customer service support, acting as primary contact for patients, providers, and staff. Responsibilities include phone handling, data entry, records maintenance, and HIPAA-compliant privacy.

This role requires strong communication, proficiency in Microsoft Office, and detail orientation to manage multiple tasks in a fast-paced healthcare environment.

Qualifications

• High school diploma or equivalent required.
• Experience in administrative, customer service, or healthcare office is preferred.
• Strong phone etiquette and communication skills are essential.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) required.
• Accurate data entry and attention to detail are critical.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Answer incoming phone calls professionally and courteously.
• Route and transfer calls to 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.
• 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 HIPAA and privacy policies are followed when handling patient information.
• Support team with special projects and other administrative tasks as assigned.

Skills

Customer service

Phone etiquette

Data entry

Microsoft Office

Organization

Time management

Multitasking

Attention to detail

Education

High school diploma or equivalent

Tools

Outlook

Word

Excel

Job description

Description

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: 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

Required:

• 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.


• 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.