Clinic Office Assistant

College of Pastoral Supervision and Psychotherapy; Pinehurst (NC); On-site; USD 28,000 - 36,000; Full time

Job summary

College of Pastoral Supervision and Psychotherapy is seeking a Clinic Office Assistant to handle patient registration, insurance verification, and payment processing in a fast-paced healthcare setting.

The role requires strong communication, excellent customer service, and proficiency with EPIC EMR. Responsibilities include scheduling, no-show management, and daily financial reconciliation to support smooth clinic operations.

Qualifications

• High School diploma or GED is required.
• Experience with Epic EMR is preferred.
• Excellent communication and customer service skills.
• Strong computer skills and data entry ability.

Responsibilities

• Welcome patients and verify identity and demographics.
• Verify insurance eligibility and scan insurance card and photo ID.
• Check in/out and post payments using ICD-10 and CPT codes.
• Balance daily payments and reconcile financial data.
• Schedule follow-ups and manage No-Show list.
• Provide secretary support to providers.

Skills

Communication skills

EPIC EMR

Typing speed 30–45 wpm

Customer service

Medical terminology

Insurance terminology

Patient registration

Education

High School Diploma or GED

Tools

Epic EMR

Job description

Overview

The Clinic Office Asstant is responsible for accurate patient registration, insurance and demographic verification, and payment processing. Provides exceptional customer service and clear communication with patients and medical staff. Performs administrative duties including documentation, multitasking, and issue resolution in a fast-paced healthcare environment. Extensive knowledge of CPT and ICD-10 coding and insurance reimbursement. Strong interpersonal and verbal communication skills. Good organizational skills. Committed to and demonstrates excellent customer service when dealing with all types of customers. Knowledge of EPIC EMR

Responsibilities

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.

• a. Answers phones, routes calls and or takes accurate message. Demonstrates a sense of urgency relating to patient’s level of distress. Triages basic patient care needs generating a telephone encounter depending upon the situation.
• b. Manages the scheduling of patient appointments. Registers new patients and maintains current accurate up to date demographic and insurance information for all patients. Performs according to policy regulations associated with Privacy Notification, Medicare secondary, signed demographic registrations, consent to treat minor, etc. (MSPQ).
• c. Identifies barriers to communications.
• d. Verifies insurance eligibility, scans insurance card, and photo ID.
• e. Checks patients in and or out for visit in appropriate manner. Accurate and appropriate use of ICD-10 and CPT codes.
• f. Accurately and accordingly to policy, posts payments.
• g. Reconciles all financial data correctly and in compliance with clinic policy, both at the end of day and end of month.
• h. Work no show report / letters.
• i. Secretary for provider handling all admin duties.

Qualifications

High School graduate or GED. Clinic Office Receptionist/Secretary experienced preferred. Must have computer skills and type at least 30-45 wpm. 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. Ability to work in a busy office setting.