Back Office Assistant Healthcare

ADP, Inc.; Ocala (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Ethos Health Group is seeking a Back Office Assistant to support providers and the clinical team in a busy medical practice. You will help create a smooth, compassionate patient experience from check-in through treatment, maintain accurate documentation in the EHR, and ensure the back office stays organized and compliant.

This role emphasizes patient care, clinical support, and teamwork. You will prepare examination rooms, assist with procedures, manage supplies, protect patient confidentiality,

Qualifications

• Strong organizational and time-management abilities are essential.
• Excellent written and verbal communication skills are required.
• Professional demeanor and exceptional customer-service approach.
• Proficiency with computers and electronic health record (EHR) systems.
• Willingness to learn and follow clinical and company procedures.

Responsibilities

• Welcome and assist patients in a professional and compassionate manner.
• Prepare patients for provider examinations and treatments.
• Enter and update patient information accurately in the EHR.
• Assist providers during examinations and procedures as appropriate.
• Maintain patient comfort, privacy, and dignity throughout visits.
• Keep examination and treatment areas clean and organized.

Skills

Organizational skills

Time management

Excellent communication

Customer service

Computer literacy

EHR systems

Education

High school diploma or equivalent

Tools

EHR software

Office software

Medical office equipment

Job description

Be the Healthcare Professional Who Makes a Difference — and the Patient Experience Exceptional

At Ethos Health Group, our Back Office Assistants play an important role in creating a smooth, compassionate, and professional experience for every patient. This is a hands‑on position for someone who enjoys helping people, staying organized, supporting providers, and making sure the clinical side of the office operates efficiently.

You’ll work closely with providers and the front office team to ensure patients receive attentive care while maintaining accurate documentation, strong communication, and a clean and professional clinical environment.

The Back Office Assistant is an essential part of a busy medical practice, helping the team deliver an exceptional patient experience from check‑in through treatment.

Purpose of the Role

The Back Office Assistant is responsible for supporting the provider and clinical team with daily patient‑care and clinical administrative responsibilities.

Your mission is to create an environment where:

• Patients feel welcomed, cared for, and respected
• Providers can focus on delivering excellent patient care
• Clinical tasks are completed accurately and efficiently
• Patient records and documentation remain organized and up to date
• The back office remains clean, safe, and prepared
• The entire team works together toward a common purpose
• Patients receive the level of service and hospitality expected at Ethos

This role combines patient care, clinical support, documentation, organization, communication, and teamwork.

What You'll Lead

Create an Exceptional Patient Experience

You will help ensure that every patient interaction reflects the level of care and hospitality we want associated with Ethos.

Responsibilities include:

• Welcome and assist patients in a professional and compassionate manner
• Prepare patients for provider examinations and treatments
• Obtain and document patient information accurately
• Assist providers during examinations and procedures as appropriate
• Answer patient questions and communicate concerns to the appropriate team member
• Maintain patient comfort, privacy, and dignity throughout the visit
• Follow established clinical workflows and office procedures
• Communicate clearly with providers, patients, and other team members

Support the Clinical Team

You will help keep the provider and back office running efficiently.

Responsibilities include:

• Prepare examination and treatment rooms before and between patients
• Assist providers with clinical procedures within the scope of the position
• Perform or assist with basic clinical tasks as trained and permitted
• Maintain appropriate clinical supplies and equipment
• Ensure rooms are properly stocked and ready for patient care
• Communicate patient needs and changes to the provider promptly
• Help maintain an efficient patient flow throughout the day

Accuracy matters. You will help ensure patient and office information is complete, timely, and reliable.

You will:

• Enter and update patient information accurately in the EHR
• Complete required clinical documentation
• Review documentation for accuracy and completeness
• Assist with obtaining and organizing medical records when needed
• Follow established documentation and communication procedures
• Protect confidential patient information at all times

You will help create a clinical environment where patients and teammates feel comfortable and confident.

Responsibilities include:

• Keep examination and treatment areas clean and organized
• Properly sanitize equipment and treatment areas according to office procedures
• Follow infection‑control and safety protocols
• Maintain appropriate clinical supplies and inventory
• Identify supply needs before they become an issue
• Follow all applicable OSHA, HIPAA, and company policies and procedures
• Report safety concerns or equipment issues promptly

Teamwork & Accountability

The best patient experience comes from a team that works together.

You will:

• Support providers and teammates throughout the workday
• Communicate professionally and respectfully
• Help teammates when needed
• Take ownership of assigned responsibilities
• Remain flexible in a fast‑paced medical environment
• Contribute to a positive, team‑first culture
• Maintain professionalism even during busy or challenging situations

Protect Our Patients & Our Standards

• Maintain patient confidentiality at all times
• Protect PHI and follow HIPAA requirements and company protocols
• Follow established clinical, safety, and compliance procedures
• Ensure documentation is accurate, complete, and timely
• Maintain a clean, safe, and professional clinical environment
• Follow infection‑control standards and appropriate safety practices
• Treat every patient with professionalism, compassion, and respect
• Take ownership of responsibilities and communicate concerns appropriately

What Success Looks Like

A successful Ethos Health Group Back Office Assistant doesn't simply complete tasks.

They help create an office where:

• Patients feel cared for and comfortable
• Providers feel supported and prepared
• Clinical responsibilities are completed accurately
• The back office stays organized and efficient
• Teammates communicate and work together
• Patient information is handled with care and confidentiality
• Problems are identified and addressed proactively
• The patient experience remains the priority

You know you're succeeding when patients feel cared for, providers feel supported, and the office runs smoothly because you are part of the team.

The Person Who Will Thrive in This Role

You may be a great fit if you are someone who:

• Takes ownership of their responsibilities
• Is dependable and punctual
• Enjoys helping and caring for people
• Communicates clearly and professionally
• Can stay organized in a fast‑paced environment
• Is comfortable learning new systems and technology
• Works well independently and as part of a team
• Is willing to learn and accept feedback
• Maintains a positive, professional attitude
• Takes pride in providing an exceptional patient experience
• Understands the importance of confidentiality and professionalism

At Ethos, leadership is not simply about having authority—it's about serving others, taking responsibility, creating clarity, developing people, and setting an example worth following.

We want our Back Office Assistants to demonstrate:

• Accountability
• Integrity
• Professionalism
• Compassion
• Teamwork
• Reliability
• A willingness to learn and grow

Your actions directly influence a patient's experience, your teammates' experience, and the overall success of the office.

Schedule

Ethos Health Group offices are open:

Monday–Friday | 8:45am - 6:00pm

Schedule and coverage requirements may vary based on office and operational needs.

Qualifications

Required

• High school diploma or equivalent
• Previous medical office or healthcare experience preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to maintain patient confidentiality
• Professional demeanor and exceptional customer-service skills
• Comfortable using computers, EHR systems, and office technology
• Ability to work effectively in a fast‑paced environment
• Ability to work as part of a supportive, team‑first environment
• Willingness to learn and follow clinical and company procedures

Preferred

• Previous experience as a Medical Assistant, Clinical Assistant, Patient Care Technician, or similar healthcare role
• Experience working with an EHR
• Experience with patient intake and clinical documentation
• Experience assisting healthcare providers
• Familiarity with HIPAA and OSHA standards
• Experience working in a medical or clinical environment