Front Office Assistant | Full-Time Temporary (3 Months) | On-Site – Glendale, CA

Prime MSO; Glendale (CA); On-site; USD 38,000 - 46,000; Full time

Job summary

Prime MSO seeks a Front Office Receptionist to manage patient records, coordinate with surgical facilities, and support daily front-desk operations in a fast-paced medical setting.

The ideal candidate will have strong organizational skills, be detail-oriented, and maintain HIPAA compliance while providing professional, courteous service to patients and staff.

Qualifications

• High school diploma or equivalent required; Associate’s degree or medical office certification preferred.
• Prior experience in a medical office, healthcare administration, or records management strongly preferred.
• Proficiency with electronic health record (EHR) systems and document management platforms.
• Strong attention to detail with ability to manage high volumes of records accurately.
• Excellent verbal and written communication skills.
• Professional, positive attitude with the ability to collaborate across departments.
• HIPAA confidentiality compliance required.

Responsibilities

• Document management and file auditing of medical and demographic records.
• Medical records coordination with surgical facilities and billing department.
• Front desk duties: greeting visitors, answering calls, routing inquiries.
• Administrative tasks: mail, calendars, directory maintenance, photocopying, scanning.
• General responsibilities and timely completion of projects.

Skills

Professional demeanor

Phone etiquette

Written and verbal communication

Multi-tasking

Interdepartmental collaboration

Education

High school diploma or equivalent

Associate’s degree or medical office certification preferred

Tools

EHR systems

Microsoft Office Suite

Job description

Job Description

This is a full-time, temporary position anticipated to last approximately three months

The Front Office Receptionist serves as the primary point of contact for Prime MSO, managing the full lifecycle of medical and demographic records while delivering professional front-desk operations. This role is central to the accuracy of patient documentation, file integrity, and interdepartmental communication — particularly with surgical facilities and the Billing/Accounting departments. The ideal candidate brings a positive, professional attitude, strong organizational skills, and the ability to prioritize high-volume document management responsibilities alongside daily administrative duties.

Job Responsibilities:

1. Document Management & File Auditing

• Review, sort, and accurately digitally file patient medical and demographic records to the company management drive in a timely manner.
• Conduct routine file audits to ensure records are complete, correctly categorized, and compliant with company standards and applicable regulations.
• Identify, flag, and resolve filing discrepancies, duplicate records, errored, or missing documentation through systematic audit processes.
• Maintain document version control and ensure all records reflect the most current and accurate patient information.
• Manage secure retention, archiving, and disposal of records in accordance with company policy and regulatory requirements.
• Track and maintain current aging on outstanding or incomplete documentation; escalate unresolved items as appropriate.
• Conduct coding file uploads in conjunction with the Billing/Accounting departments, ensuring accuracy and completeness prior to submission.

2. Medical Records Coordination

• Coordinate communication with surgical facilities regarding missing medical records and revision requests initiated by the Billing department.
• Follow up persistently and professionally on outstanding documentation to minimize delays in billing and records processing.
• Serve as the liaison between clinical facilities and internal departments to ensure timely receipt and accuracy of records.

3. Front Desk & Guest Services

• Serve visitors by greeting, welcoming, directing, and announcing them appropriately; maintain a courteous and professional demeanor at all times.
• Answer, screen, and forward incoming phone calls; provide accurate basic information and route complex inquiries to the appropriate team member.
• Handle general company inquiries via phone, email, and in person with professionalism and efficiency.

4. Administrative & Office Support

• Process, sort, and distribute incoming and outgoing mail in a timely manner.
• Update appointment calendars and schedule meetings and appointments as requested.
• Assist with maintaining and updating the company directory.
• Perform general clerical duties including photocopying, collating, faxing, and scanning.
• Maintain cleanliness and organization of the front office and conference rooms.
• Maintain a safe, organized, and efficient office environment at all times.
• Complete office runs and errands as needed by management.

5. General Responsibilities

• Accomplish all assigned projects on time and communicate proactively if deadlines are at risk.
• Perform additional duties as assigned by management or the Executive team.

Skills and Qualifications:

• Professional demeanor, including well-groomed appearance
• Proper telephone etiquette is required
• Strong written and verbal communication skills
• Ability to multi-task and prioritize competing responsibilities
• Able to work with staff across all departments

Requirements:

• High school diploma or equivalent required; Associate’s degree or medical office certification preferred.
• Prior experience in a medical office, healthcare administration, or records management role strongly preferred.
• Proficiency with electronic health record (EHR) systems and document management platforms.
• Strong attention to detail with a demonstrated ability to manage high volumes of records accurately.
• Excellent verbal and written communication skills.
• Professional, positive attitude with the ability to collaborate effectively across departments.
• Ability to maintain strict confidentiality in handling sensitive patient information (HIPAA compliance required).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Company Description

Since 2014, Prime MSO has developed and managed surgical facilities that provide patients with the highest level of surgical care. Today we are one of the reliable and independent operators of outpatient surgery centers in the Los Angeles area, covering virtually the full range of surgical specialties.

Our remarkable community of teammates, physician partners and health system partners are deeply committed to providing quality patient care and improving healthcare in America. Our focus on building strategic relationships with our partners enables us to acquire, develop and optimize facilities in an aligned economic model that enables better access to high-quality care at a lower cost.

While healthcare is in a constant state of change, we want to make sure it is always for the better. We believe that happier, more fulfilled employees and staff in a fun and dynamic work environment will ultimately provide the best care in the country. At Prime MSO, that means success. Talk to any of our employees about their experiences and hear the difference Prime MSO is making in their lives today.

Benefits

Workplace Benefits:

Prime believes in fostering a rewarding and caring workplace environment. We understand the importance of work-life balance and appreciate the time our employees invest in us. To show our appreciation, we strive to create a fun environment. We celebrate all staff birthdays and major life events. We celebrate holidays at individual locations throughout the year including potlucks for Thanksgiving and Secret Santa or White Elephant events during winter. Working at Prime is like working with your closest friends and family.

We also strive to give back to our community. We proudly host food drives, toys for tots, and raise money for local charities in our area. When creating and conducting these charitable events, we always choose local charities where we can see where the charitable efforts in action.

Prime strongly values continued education and training for our employees. We assist our nursing staff in obtaining certifications when necessary and offer a tuition reimbursement program. We offer cross-training at our facilities so our employees can broaden their knowledge, skill, and experience. We believe in the importance of meeting your full potential and do all we can as a company to help you achieve it.