Office Assistant, Primary Care

Trinity Health System; Dennison (OH); On-site; USD 27,000 - 34,000; Full time

Job summary

Trinity Health System is seeking an Office Assistant to support the clinic with front-desk and administrative duties. Responsibilities include greeting patients, collecting demographics and insurance details, scheduling appointments, and assisting with medical records in the EMR system.

The role also covers processing payments, coordinating follow-ups, managing mail, and ensuring smooth clinic operations. Prior customer service and clerical experience are preferred along with required

Qualifications

• High School Diploma or equivalent is required.
• ABR-OE certification preferred.
• BLS certification required.
• One year of customer service, clerical or business-related experience preferred.

Responsibilities

• Answering and routing phone calls according to practice policies.
• Schedule patient appointments and greet/register patients.
• Collect copays and insurance information; verify demographics.
• Prepare charts for appointments and assist with registration in EMR.
• Handle patient check-out, payments, and follow-up scheduling.
• Manage interdepartmental mail and office supply inventory.
• Notify staff of patient arrivals and appointment delays.
• Perform cash drawer reconciliation and general duties as assigned.

Skills

Customer service

Education

High School Diploma or equivalent

ABR-OE certification preferred

BLS required

Job description

• The Office Assistant is under the direction of the clinic supervisor/administrator. The Office Assistant performs a variety of business office and reception duties accurately and with minimal supervision. These responsibilities include, but are not limited to: answering and routing phone calls in accordance with practice policies; scheduling patient appointments; greeting and registering patients; collecting, verifying and updating patient demographic, copays, and insurance information; and general administrative support duties.


• Perform Patient Check-in at the time of visit and complete all paperwork necessary to ensure the admitting process is efficient and all clinic and regulatory policies are in compliance.


• Answer phone calls and direct them appropriately.


• Schedule appointments according to office guidelines.


• Obtain accurate patient and insurance information, collecting copays (TOS) and deductible amounts.


• Copy/scan patient access related hardcopy materials (e.g.ID, referrals, insurance cards, etc.) into the correct location in the electronic medical record.


• Prepare charts for patient appointments making sure all necessary information is complete.


• Conduct all functions associated with patient check-out including collecting patient responsibility payments and scheduling follow-up appointments.


• Perform duties involving record filing, retrieval, and assisting with the filing of registration documentation in electronic medical records.


• Confirm next day appointments and alert patients as to what documentation is needed, including details associated with time-of-service payment.


• Follow up with patients regarding the No Show Guidelines and send out appropriate communications.


• Manage the flow of interdepartmental, outgoing, and incoming mail.


• Support office supply ordering and inventory procedures as needed.


• Notify appropriate clinical staff of each patient’s arrival and assure that patients are informed of any appointment delays


• Perform cash drawer reconciliation.


• Perform other duties as assigned by management.

Job Summary / Purpose

• The Office Assistant is under the direction of the clinic supervisor/administrator. The Office Assistant performs a variety of business office and reception duties accurately and with minimal supervision. These responsibilities include, but are not limited to: answering and routing phone calls in accordance with practice policies; scheduling patient appointments; greeting and registering patients; collecting, verifying and updating patient demographic, copays, and insurance information; and general administrative support duties.


• Perform Patient Check-in at the time of visit and complete all paperwork necessary to ensure the admitting process is efficient and all clinic and regulatory policies are in compliance.


• Answer phone calls and direct them appropriately.


• Schedule appointments according to office guidelines.


• Obtain accurate patient and insurance information, collecting copays (TOS) and deductible amounts.


• Copy/scan patient access related hardcopy materials (e.g.ID, referrals, insurance cards, etc.) into the correct location in the electronic medical record.


• Prepare charts for patient appointments making sure all necessary information is complete.


• Conduct all functions associated with patient check-out including collecting patient responsibility payments and scheduling follow-up appointments.


• Perform duties involving record filing, retrieval, and assisting with the filing of registration documentation in electronic medical records.


• Confirm next day appointments and alert patients as to what documentation is needed, including details associated with time-of-service payment.


• Follow up with patients regarding the No Show Guidelines and send out appropriate communications.


• Manage the flow of interdepartmental, outgoing, and incoming mail.


• Support office supply ordering and inventory procedures as needed.


• Notify appropriate clinical staff of each patient’s arrival and assure that patients are informed of any appointment delays


• Perform cash drawer reconciliation.


• Perform other duties as assigned by management.

Essential Key Job Responsibilities

• The Office Assistant is under the direction of the clinic supervisor/administrator. The Office Assistant performs a variety of business office and reception duties accurately and with minimal supervision. These responsibilities include, but are not limited to: answering and routing phone calls in accordance with practice policies; scheduling patient appointments; greeting and registering patients; collecting, verifying and updating patient demographic, copays, and insurance information; and general administrative support duties.


• Perform Patient Check-in at the time of visit and complete all paperwork necessary to ensure the admitting process is efficient and all clinic and regulatory policies are in compliance.


• Answer phone calls and direct them appropriately.


• Schedule appointments according to office guidelines.


• Obtain accurate patient and insurance information, collecting copays (TOS) and deductible amounts.


• Copy/scan patient access related hardcopy materials (e.g.ID, referrals, insurance cards, etc.) into the correct location in the electronic medical record.


• Prepare charts for patient appointments making sure all necessary information is complete.


• Conduct all functions associated with patient check-out including collecting patient responsibility payments and scheduling follow-up appointments.


• Perform duties involving record filing, retrieval, and assisting with the filing of registration documentation in electronic medical records.


• Confirm next day appointments and alert patients as to what documentation is needed, including details associated with time-of-service payment.


• Follow up with patients regarding the No Show Guidelines and send out appropriate communications.


• Manage the flow of interdepartmental, outgoing, and incoming mail.


• Support office supply ordering and inventory procedures as needed.


• Notify appropriate clinical staff of each patient’s arrival and assure that patients are informed of any appointment delays


• Perform cash drawer reconciliation.


• Perform other duties as assigned by management.

Required Education and Experience

• High School Diploma or equivalent

Required Licensure And Certifications

• ABR-OE certification preferred


• BLS required

Required Minimum Knowledge, Skills, Abilities And Training

• One year of customer service experience, clerical, or business-related experience preferred