Office Assistant

Reid Hospital & Health Care Services, Inc.; Richmond (VA); On-site; USD 21,000 - 30,000; Full time

Job summary

Reid Health Physician Associates is seeking an Office Assistant to manage front office tasks, schedule patient appointments, and support the practice with billing and medical records. This role works under the supervision of the Practice Manager to ensure smooth patient flow and accurate data handling.

The ideal candidate will have solid clerical experience, basic insurance knowledge, and familiarity with EPIC, supporting high-quality patient care in a busy outpatient setting.

Qualifications

• Six months clerical experience with a general understanding of insurance preferred.
• High school diploma or GED required.
• Knowledge of medical terminology is preferred.

Responsibilities

• Answer and triage incoming calls, take messages, schedule patient appointments or transfer calls as needed.
• Maintain appointment schedules based on urgency and duration of exams.
• Greet patients on arrival and collect co-payments.
• Verify patient and insurance information and update in EPIC.
• Process medical records requests and maintain confidentiality and safety.

Skills

Clerical experience

Medical terminology

Education

High School Diploma or GED

Tools

EPIC

Job description

Office Assistant

Schedule: Day Shift. 40 hours weekly. 8:00am – 5:00pm

Type additional details specific to position and/or department.

About the Position

Under the direction of the Provider(s) and Practice Supervisor/Manager, the Office Assistant performs all front office duties including answering the telephone, scheduling patient appointments, performing check-in and check-out functions, and maintaining patient medical records. This individual works hand-in-hand with the Provider(s) and Practice Manager to achieve quality outcomes for the patient.

Overview of Responsibilities

• Answer and triage incoming telephone calls, responds to questions, takes appropriate messages, schedules patient appointments or transfers caller as necessary.
• Maintains appointment schedule by scheduling patient based on urgency, length of exam time required, and/or convenience of patient.
• Confirms next day patient appointments by contacting patient reminding of appointment time, maintains correct availability of days and rescheduling as soon as possible.
• Greets patients as they arrive.
• Collects patient co-payments.
• Verifies patient and insurance information following RHPA guidelines. All information to be accurately updated in EPIC.
• Updates chart with copies of current insurance card and patient registration forms.
• Prepares new patient charts as appropriate.
• Pulls chart, attaches patient superbill when applicable and notifies medical assistant or other appropriate party that patient has arrived.
• Verifies insurance coverage, plan benefits coverage, and verifies patient signature on various insurance forms.
• Keep patients informed of delays and explain alternatives when possible.
• Coordinate the business schedule and office schedule for the Provider(s).
• Check out patient by collecting any additional payment due for services rendered if applicable.
• Enter CPT and ICD 10 codes, when appropriate.
• Record and post charges and payments daily, when appropriate.
• Balance cash drawer and prepare deposit for Practice Manager to take to bank.
• Assist patient with billing questions as capable and refer complex problems to the Practice Manager.
• Sorts, distributes, and files appropriate mail, lab results, and transcription, and other patient data via ICs/document management accurately according to timelines established by the practice.
• Process requests for medical records to patients, and other healthcare providers according to timelines established by the practice.
• Performs all duties respectful of confidentiality and safety of all patients, employees, and Providers.
• Adheres to established quality principles and standards established by Reid Health Physician Associates and Reid Health.
• Follows up with patients that canceled/no showed their appointment.
• Monitors patient portal, Payor Coverage Portal, and e-mails daily.

This list of duties and responsibilities is not intended to be all-inclusive and can be expanded to include other duties or responsibilities that management deems necessary.

Education & Experience

• Required Experience: Six months previous clerical experience with a general understanding of insurance preferred, previous work experience in a provider office or medical related position, and knowledge of medical terminology.
• Required Education: High School Graduate or GED equivalent.