Medical Assistant/Surgical Procedure Assistant/Receptionist - Chadwell Facial Platic Surgery

Great Lakes Physician Administrative Services LLC; Santa Barbara (CA); On-site; USD 23,000 - 29,000; Full time

Job summary

The South Bend Clinic is seeking a friendly and organized Patient Service Representative to greet patients, handle registrations, and manage scheduling at our South Bend, IN location. You will support the front desk with payments, HIPAA communications, and basic EPIC data entry to ensure smooth clinic operations.

Ideal candidates have 1 year of medical office customer service, strong typing, and excellent communication.

Qualifications

• One year of customer service experience, preferably in a medical office.
• Typing 30+ wpm preferred.
• High school diploma or GED required.
• Ability to learn EPIC and basic MS applications.
• Strong communication and organizational skills.

Responsibilities

• Greets and welcomes patients and visitors.
• Informs staff of patient/visitor arrival and provides paperwork guidance.
• Answers general questions about the facility and hours.
• Keeps waiting area tidy and informed with announcements and brochures.
• Conveys information to patients and/or visitors as directed.
• Assists patients with ambulatory difficulties as needed.
• Collects registration information for EPIC input and updates demographics.
• Checks patients in and out of clinic and explains payment obligations and HIPAA notices.
• Schedules appointments into EPIC per protocol and communicates schedule changes.
• Reviews next day schedules and prints physician schedules in advance.
• Assists patients with appointments at other sites and with labs/radiology.
• Maintains patient charts and filing system, posts payments, and balances cash.
• Identifies accounts requiring follow-up with financial counseling.
• Answers multiple lines, screens calls, and records messages.
• Provides care information within limits and performs other duties as assigned.

Skills

Customer service

Medical terminology

Typing speed 30 wpm

Communication

Organization

Education

High school diploma or GED

Tools

EPIC

Microsoft Office

Job description

Department: Plastics - Chadwell & Dermatology Location: University Commons Campus - 6301 University Commons, South Bend, IN 46635 & Eddy Street Campus - 211 N Eddy Street, South Bend, IN 46617 Hours: PRN | Department Hours: Monday-Friday: 8:00 am-5:00 pm

Join Our Team at The South Bend Clinic! At The South Bend Clinic, we strive for excellence—not just good enough. Every day, our dedicated team shows up inspired to exceed expectations, recognizing and celebrating the remarkable in everyone we encounter—inside and outside our workplace. We’re more than a healthcare provider; we’re a partner in helping people live happier, healthier lives. We seek team members who share our relentless passion and pride for making a meaningful impact. We invest in your personal and professional growth, empowering you to fulfill your purpose and leave your mark.

Why Choose The South Bend Clinic?

• Financial Wellness: Daily Pay: Access your earned wages when you need them.
• Tuition Reimbursement: Up to $5,250 per year to support your education.
• 401(k) Match: Plan for your future with our competitive matching program.
• 3-Year Vesting: Achieve full ownership of your retirement contributions in just three years.
• Health & Well-Being: Comprehensive medical and prescription coverage, including 100% coverage (after deductible) when using a Duly provider.
• Pet Health Coverage: Because your furry friends matter too.
• Work-Life Balance: Paid Volunteer Time: 40 hours of paid time off annually to give back to your community.
• Parental Leave: 12 weeks of 100% paid parental leave, plus adoption and surrogacy financial benefits for non-physician team members.
• Inclusive Culture: A workplace that prioritizes Diversity, Equity, and Inclusion (DEI) and is dedicated to making a positive social impact.

Responsibilities

• Acknowledges and welcomes patients and visitors.
• Informs staff of patient/visitor arrival and provides instruction, assistance and information as to completion of requires paperwork and waiting times.
• Answers general questions about the facility: location, rest rooms, elevators, hours of operation, etc.
• Ensures waiting area is clean, tidy, and has appropriate patient announcements and brochures.
• As directed, conveys information to patients and/or visitors.
• Assistants or calls for assistance with patients with ambulatory difficulties.
• Obtains registration information from patient for input into EPIC.
• Verifies and/or updates demographic and health plan information.
• Checks patients in and out of clinic.
• Provides patients with information regarding payment obligations, HIPAA Notice of Privacy practices, clinic policies, and collects all required forms and signatures.
• Schedules appointments into EPIC according to Practice protocol.
• Conveys schedule changes to appropriate staff.
• Reviews next day's schedules and as directed, prints out physician schedules in advance of visits.
• May assist patients with obtaining appointments at other physician and hospital sites and/or schedules lab or radiology testing.
• Pulls patient charts, files information correctly info patient charts, and maintains filing system.
• Prepares charts to clinic and/or Practice specifications.
• Collects copays, cash, check, or credit card payments ensuring patients receive receipts.
• Posts all payments in EPIC.
• Balances daily cash and collections.
• Ensures change drawers and cash are secured and appropriate financial procedures are followed in transferring payments to Corporate.
• Identifies problematic accounts and directs them to the financial counselor or the Customer Service Department.
• Answers multiple lines, screens calls, takes accurate and detailed messages for all calls including telephone encounters, directs calls to appropriate support staff.
• Understands limits of responsibility by not providing medical advice to patients.
• Performs all other duties/responsibilities as assigned.

Qualifications

• Prefer one year experience in customer service setting, preferably in a medical office with basic knowledge of medical terminology.
• Able to type a minimum of 30 wpm strongly preferred.
• High school diploma or GED.
• Service Orientation: Capable of providing excellent service to customers, friendly and approachable demeanor, resolving customer complaints, and understanding customer service principles.
• Organization: Able to provide order and structure to daily processes and work environment.
• Verbal Communication: Capable of interacting with, and relating to, people of varying educational levels and backgrounds, conveying information clearly and succinctly, applying listening, tact, responsiveness, empathy, and confidentiality.
• Multi-tasking: Able to properly perform multiple duties at once, greeting, message taking, checking patients in/out, while maintaining attention to detail.
• Adaptability: Able to be flexible and comfortable in adjusting to changing activities. Maintains calm under pressure and is able to think clearly to enhance problem solving.
• Team Work: Works effectively with others to accomplish objectives and goals. Willingly offers assistance to others when the need arises.
• Computer Proficiency: Ability to learn and become proficient in EPIC software as well as have basic knowledge of Microsoft applications.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Let’s start with what matters. People. Purpose. Care. At the South Bend Clinic, we believe healthcare works best when it’s personal, connected, and led by people who truly care. We are a physician-led medical group built on trusted relationships, teamwork, and a shared commitment to putting patients first in every decision we make. Our team members are caregivers, collaborators, problem-solvers, and leaders. Together, we show up with compassion, act with purpose, and take ownership of the care we deliver and the experience we create. Whether you’re caring directly for patients or supporting the teams who do, your role matters here, and your voice is valued. We listen with intention, work as one, and challenge ourselves to keep improving, not for recognition, but because our patients, families, and communities count on us. Innovation at SBC isn’t about chasing what’s next for its own sake. It’s about finding better ways to deliver high-quality, affordable, and accessible care, today and into the future. If you’re looking for meaningful work, supportive teammates, and the opportunity to help shape the future of care while staying grounded in compassion and community, you’ll find your place at the South Bend Clinic.