Office Professional (Mobile, Adult Outpatient)

AltaPointe Health Systems; Mobile (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

AltaPointe Health Systems in Mobile, AL seeks a capable Office Administrative Associate to support outpatient programs. The role handles front-desk reception, patient check-ins, insurance verification, co-pay collection, and appointment scheduling to ensure smooth clinic operations.

The ideal candidate has strong communication, organizational skills, and a commitment to patient confidentiality within a busy outpatient setting.

Qualifications

• High school diploma or equivalent required.
• Excellent organizational and communication skills.
• Experience with medical office reception or similar setting preferred.

Responsibilities

• Greets and assists consumers at the front desk.
• Schedule and reschedule appointments; handle cancellations.
• Verify insurance and collect co-pays; process payments.
• Answer phones and route requests to clinicians or staff.
• Maintain confidentiality of patient information and records.

Skills

Customer service

Phone etiquette

Data entry

Billing

Privacy & confidentiality

Teamwork

Education

High school diploma

Tools

Avatar

Job description

Adult Outpatient Programs provide the least restrictive level of care where adults may receive clinical interventions aimed at decreasing existing signs and symptoms. Outpatient treatment focuses on recovery, problem resolution, symptom reduction, stabilization and/or prevention of movement to a higher level of care. Treatment varies widely and depends upon the consumer’s presenting symptoms.

Office professionals work in an outpatient, clinical setting and are responsible for daily reception duties such as fielding phone calls from consumers, verifying insurance, collecting co-pays, and scheduling and re-scheduling appointments; assisting with posting to and collecting on consumer accounts; and assisting with other administrative duties as assigned.

Essential Functions

• Greets all consumers
• Cancels and re-schedules appointments as necessary
• Have consumers sign in
• Answers telephone
• Receives consumer requests for appointments/information and changes.
• Records all telephone messages accurately and transfers to appropriate person timely
• Handles routine requests from clinicians
• Keys in no shows daily
• Directs consumers to appropriate waiting area
• Handles unscheduled consumers.
• Requests consumers chart from medical records
• Notifies appropriate clinician of consumer’s arrival
• Schedules return appointments.
• Reviews DSR for appointment information
• Reviews clinician’s schedule and assigns appointment time
• Gives consumer appointment card with next scheduled appointment
• Protects and maintains the confidentiality of all records and patient information.
• May perform Quality Assurance Process
• Completes administrative review audits as necessary
• Makes copies, faxes documents and performs other related clerical duties as needed
• Adheres to 5 Star Customer Service guidelines when dealing with Team Leader, co-workers and patients.
• Verifying Insurance
• Passing out prescriptions from the doctor to the Consumer
• Assists with the patient assistance pharmacy forms as needed, which includes communicating with the Consumer regarding proof of income
• Collecting Co-Payments
• Posting Payments to Consumers account
• Write the consumer a receipt for payments taken.
• Preparing deposits to be taken to Finance and Accounting.
• Enter Billing for various programs as needed.
• Entering information into Avatar
• Assist Consumers in receiving compensation for travel from Medicaid when needed
• Completes Admissions, Discharges, and Transfers as needed
• Coordinate appropriate services for consumers in Crisis
• Pass out Daily DSR reports
• Taking Verbal orders to be signed by various medical staff
• May perform relief for other staff members
• 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
• Monitors dictation and transcription services
• Files and locates charts for clinicians as needed
• Seeks supervision and consultation as needed
• Accepts and employs suggestions for improvement
• Actively works to enhance skills
• Treats consumers with care, dignity and compassion
• Respects consumers’ privacy and confidentiality
• Works in a cooperative manner with other AltaPointe employees
• Assists consumers and visitors as needed
• Personal values don’t inhibit ability to relate and care for others
• Is sensitive to the consumer’s needs, expectations and individual differences
• Is gentle and calm with consumers, families, and others as appropriate
• Actively participates in Performance Improvement activities.
• Actively participates in AltaPointe committees as required.
• Completes assigned tasks in a timely manner.
• Follows AltaPointe policies and procedures.
• Attends appropriate in-service training and other work- shops offered by AltaPointe.

Physical Requirements

• There is occasional standing and walking which are in bursts of 5-10 minutes.
• Sitting is constant at the front desk during the shift.
• Frequently lift 3-5 pounds to handle consumer charts throughout the day, and usually not handling more than 2-3 charts at a time.
• Light grasp is needed while handling consumer charts and to open doors, done frequently.
• Fine manipulation and dexterity to handle paperwork in charts, writing, computer keyboarding and/or entry, mouse usage, phone usage, and using key pad on security door is frequent.
• Any other duties that are assigned by supervisor.

High school graduate or equivalent. Must be 23 years of age or older; has and maintains a valid Alabama driver’s license with a good driving record and must have proof of current liability insurance.