Appointment and Business Assistant

Family Health Center; Chippewa Falls (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Family Health Center is seeking an Appointment and Business Assistant to be the first point of contact for patients and customers. You will schedule appointments, collect information for billing, and support the release and indexing of records in line with HIPAA policies.

The role requires strong communication, accuracy in data entry, and reliable attendance to maintain efficient front desk operations and smooth inter-department coordination.

Qualifications

• High School diploma or equivalent.
• Excellent written and verbal communication skills.
• Preferred six months’ previous experience in a medical or dental care facility.
• Preferred Associate’s degree in health information management, administrative assistant/medical secretary or related field.

Responsibilities

• Operates computer and phone systems to schedule, register, check in/out, update and coordinate appointments.
• Screens and routes incoming calls to support seamless communication across departments.
• Collects and updates patients’ insurance and demographic information.
• Maintains and updates provider schedules to optimize appointment availability.
• Accepts patient payments, applies them to accounts, reconciles deposits.
• Coordinates the release of patient information per HIPAA and laws.

Skills

Customer service

Communication

Data entry

Phone etiquette

Education

High school diploma

Associate degree (preferred)

Tools

EHR software

Billing systems

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Appointment and Business Assistant

Full Time Hourly Staff Chippewa Falls, WI, US

8 days ago Requisition ID: 1595

JOB SUMMARY

The Appointment & Business Assistant serves as the initial point of contact for patients and customers, both in-person and by telephone, ensuring service delivery aligns with customer service standards. This individual assesses patient and customer needs to coordinate appropriate scheduling, billing, and the timely obtaining or release of records in accordance with organizational policies. The Appointment & Business Assistant supports efficient operations by facilitating seamless communication and service processes that enhance patient and customer satisfaction.

ESSENTIAL JOB FUNCTIONS

• Operates computer and phone systems to schedule, register, check in/out, update and coordinate appointments - including ancillary tests and procedures - ensuring accuracy and efficiency.
• Screens and routes incoming calls to support seamless communication across departments.
• Sends and receives letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
• Collects and updates patients’ insurance and demographic information to support accurate documentation and billing.
• Maintains and updates provider schedules to optimize appointment availability and resource allocation.
• Accepts patient payments, applies them to the correct accounts, reconciles deposits, and monitors payment plans for timely compliance.
• Coordinates the release of patient information by verifying consents and ensuring compliance with HIPAA and applicable laws.
• Processes Release of Information (ROI) requests in accordance with organizational policies, ensuring proper documentation, authorization, and tracking.
• Reviews and indexes scanned documents for accurate upload into electronic health and dental records using designated software and classification systems.
• Processes referrals by confirming required documentation and forwarding necessary clinical information, such as diagnostic x-rays, to support continuity of care.
• Processes legal documents (e.g., guardianship orders, Power of Attorney, adoption orders) and ensures accurate notation and upload into electronic health and dental records.
• Prepares and distributes correspondence to internal and external parties to support timely and accurate communication.
• Performs receptionist duties, including greeting patients, checking them in, answering inquiries, and supporting front desk operations.
• Maintains strict adherence to scheduled work hours with regular and reliable attendance.
• Performs other duties as assigned.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent.
• Excellent written and verbal communication skills. Keyboard, computer, and telephone proficiency.
• Preferred six months’ previous experience in a medical or dental care facility to include direct patient contact or previous customer service experience.
• Preferred Associate’s degree in health information management, administrative assistant/medical secretary or related field.