Office Professional (COP Central)

AltaPointe Health; Crestview (AL); On-site; USD 30,000 - 38,000; Full time

Job summary

AltaPointe Health is seeking a detail-oriented front desk/administrative assistant for its clinic in Crestview, Alabama. The role requires greeting patients, handling admissions, verifying insurance information, and entering data into the EHR.

You will process payments, assist with financial aid applications, and manage scheduling and phone inquiries. The ideal candidate has high school education, strong communication skills, and prior front desk experience in a medical setting.

Qualifications

• High School graduate and able to multitask in a fast-paced office.
• Strong Front Desk skills with excellent communication.
• Basic clerical abilities and proficiency with standard office equipment.
• Familiarity with medical terminology is a plus.
• Previous medical/health front desk experience is preferred.

Responsibilities

• Greet consumers professionally and verify sign-in on arrival.
• Direct customers to waiting areas and notify clinicians of arrivals.
• Complete admission process and collect insurance information.
• Enter data into the EHR system and verify patient details.
• Collect co-pays and process receipts; handle deposits if needed.
• Assist with Financial Assistance applications and related proof of income.
• Schedule appointments and manage calendar updates; reschedule when needed.
• Answer phone calls professionally and route inquiries to the right staff.
• Maintain confidentiality of patient records and ensure proper releases.
• Perform quality assurance tasks and routine audits as assigned.

Skills

Exceptional customer service

Communication skills

Multi-tasking

Clerical skills

Professional demeanor

Education

High School diploma or equivalent

Tools

Office equipment usage

Computer basics

Job description

Responsibilities

Primary Job Functions:

Greets consumers in a professional and welcoming manner

• Ensures consumers sign in via the paper signature log upon his/her arrival at the clinic
• Verify appointments in scheduling system or manual method and promptly notify the appropriate clinician of the consumer’s arrival.
• Direct consumer to appropriate waiting area. Periodically monitor the waiting area to ensure consumers are called to his/her appointment

Completes admission process for new consumers

• Direct consumer to complete the general intake forms and obtain appropriate insurance information
• Accurately populate all fields as related to the admission process in EHR system
• Ensure that patient insurance information is correctly in EHR system
• Research self- pay patients in insurance eligibility websites (Waystar, Palmetto, BCBS, etc)

Responsible for consumer payments

• Collects consumer “out-of-pocket” costs (i.e. co-pays, deductibles, and co-insurance) and prepares receipts
• Prepares and makes deposits, if needed

Assists with Financial Assistance/Sliding Fee Discount Program applications

• Assists consumers with completion of the Financial Assistance application/Sliding Fee Discount Program application, as needed
• Communicate with consumers regarding proof of income requirements.

Scheduling Calendar

• Schedules return appointments for consumers accurately and gives consumer an appointment card with next scheduled appointment and initials.
• Re-schedules, and cancel appointments as necessary and communicates these changes to consumers.
• Schedule consumer appointments with outside agencies as requested
• Enters unscheduled appointment into scheduling system (manual) and notifiy the appropriate clinician of consumer’s arrival

Answers telephone in a professional and welcoming manner.

• Receives consumer requests for appointment/information and changes
• Direct callers to the appropriate person in a timely manner

Protects and maintains the confidentiality of all records and patient information

• Ensurance all releases are completed accurately and immediately scanned into Avatar via POS scanning.
• Assists with and works with all organization personnel involved with any aspect of release of protected health information to ensure full coordination and cooperation under the organization’s policies and procedures and legal requirements

Other Responsibilities

• Perform quality assurance process as necessary.
• Completes administrative review audits as necessary.
• Passing out prescriptions from the doctor/CRNP/PA to the consumer.
• Perform relief for other staff members.
• Makes copies, faxes documents and performs other related clerical duties as needed.

Supervision and consultation

• Seeks supervision and consultation as needed
• Accepts and employs suggestions for improvement
• Actively works to enhance skills

Courteous and respectful towards consumers, visitors and co-workers

• Treats consumers with care, dignity and compassion
• Respects consumers’ privacy and confidentiality
• Is pleasant and cooperative with others
• Assists consumers and visitors as needed
• Personal values don’t inhibit ability to relate and care for others
• Is sensitive to the consumers’ needs, expectations and individual differences
• Is gentle and calm with consumers, families and others as appropriate

Administrative and other related duties as assigned

• Actively participates in Performance Improvement activities
• Actively participates in AltaPointe/Accordia committees as requested
• Completes assigned tasks in a timely manner
• Treats consumers with dignity and respect
• Works in a cooperative manner with other AltaPointe/Accordia employees
• Follows AltaPointe/Accordia policies and procedures

Physical Requirements of the Job:

• Continuous sitting (extended sitting) up to 2 hours at a time until break or lunch.
• Reaching forward to place paperwork on a document stand.
• Grasping to turn keys in doors throughout facility, grabbing files/paperwork
• Lifting up to 10 pounds.
• Carrying up to 10 pounds to transport small quantity of charts various distances in facility.
• Fine manipulation/dexterity for data entry, writing and handling paperwork.
• Standing and walking frequently throughout shift and to various locations in the facility to file charts and put up supplies.
• Sitting can be in frequent bursts up to 10 minutes. Extended sitting can be up to, but limited to 1 hour.
• Forward reaching, reaching out to front, and overhead reaching with up to 5 pounds to 15 is performed when filing records and charts.
• Forward reaching, overhead reaching and reaching down while filing medical record that can range up to 15 pounds.
• Lifting various ranges from the floor to overhead throughout the day with up to 15 pounds (medical records and supplies).
• Carrying up to 15 pounds various distances.
• Step ladder climbing frequently to access higher shelves for filing and stocking/retrieving supplies.
• Strong grasp/pinch grip needed to use keys in doors and to handle medical records.
• Fine manipulation/dexterity to use computer, write and handle medical records paperwork.
• Must be able to stand for long periods of time, continuously bend, stoop, kneel, crouch, reach and lift at least 10 pounds.
• Must have visual acuity in at least one eye and manual dexterity.

Qualifications

High School graduate or the equivalent. Must have the ability to multi-task, possess good communication skills and work well in a fast-paced office. Knowledge of the following must be demonstrated:

• Exceptional customer service.
• Basic clerical skills.
• Use of standard office equipment including computers, copy and fax machines.
• Basic medical terminology.
• Previous medical/health front desk experience preferred.