Clinic Office Assistant

FirstHealth of the Carolinas; Pinehurst (NC); Hybrid; USD 32,000 - 42,000; Full time

Job summary

FirstHealth of the Carolinas is seeking a Clinic Office Assistant to welcome patients, verify information, and manage the check-in/check-out process. You will load demographics and insurance in Epic EMR, obtain prior authorizations, and collect co-pays while balancing daily transactions.

The role includes handling patient communications, scheduling follow-ups, referrals, and maintaining HIPAA-compliant records in a fast-paced cardiology setting. A friendly, patient-focused demeanor is essential.

Qualifications

• Experience with Epic EMR and strong medical terminology.
• Excellent verbal and written communication skills.
• Ability to maintain patient confidentiality and HIPAA compliance.

Responsibilities

• Greet patients and manage check-in with identity verification and demographics.
• Load accurate patient data and insurance in Epic EMR; obtain prior authorizations.
• Collect co-pays and balance daily entries; discuss balances with patients at check-in/out.

Skills

Customer service

Communication

HIPAA knowledge

Medical terminology

Self-starter

Tools

Epic EMR

Job description

Overview

Responsibilities include welcoming patients to the office, complete check in process by verifying patient identity, address, ensuring that accurate insurance and all other demographics are loaded in the Epic EMR system. Ensures prior authorizations for visits are in place prior to patient being seen. Obtain required signatures and collect co-payments. Balance daily payment entries against daily computer totals for all activities on patient account. Discuss balances with patients at check-in and/or check-out time. Schedule follow up and/or referral appointments at patient check out. Responsible for managing the No Show appointments making sure patients are not lost to follow-up.

Answer phones and manage communications with patients, providers, staff, insurance companies, and other outside entities. Effectively communicate and accurately document via Epic EMR system relaying messages to Physicians and Patient Care team. Manage patient schedules, incoming and outgoing referrals. Obtain insurance authorizations for special testing and working the Epic work queues, following up with outside offices to be sure patients receive their appropriate appointments. Demonstrates good verbal and nonverbal communication skills. Scanning, monitoring incoming faxes, and other miscellaneous administrative tasks as assigned by manager.

Responsible for ensuring a clean and safe environment for patients and staff. Ability to multi-task and be organized. Maintains patient confidentiality. Ensure patient records are managed according to HIPAA and regulatory requirements. Work with HIM on timely release of information requests. Other duties as assigned within scope and standards of practice

Qualifications

Experience with the Epic EMR, office skills, knowledge of medical terminology, and insurance terminology a plus. Excellent communication and computer skills required. Self-starter, highly motivated candidate with friendly, outgoing personality, and excellent customer service skills required. Extensive knowledge of various health insurance plans preferred. Experience as a Clinic Office Assistant/Receptionist within a Cardiology office preferred. Previous Epic EMR experience preferred.