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JOB SUMMARY
The Appointment & Business Assistant serves as the initial point of contact for patients and customers, both in-person and by telephone, ensuring service delivery aligns with customer service standards. Â This individual assesses patient and customer needs to coordinate appropriate scheduling, billing, and the timely obtaining or release of records in accordance with organizational policies. Â The Appointment & Business Assistant supports efficient operations by facilitating seamless communication and service processes that enhance patient and customer satisfaction.
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ESSENTIAL JOB FUNCTIONS
- Operates computer and phone systems to schedule, register, check in/out, update and coordinate appointments - including ancillary tests and procedures - ensuring accuracy and efficiency.
- Screens and routes incoming calls to support seamless communication across departments.
- Sends and receives letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
- Collects and updates patients’ insurance and demographic information to support accurate documentation and billing.
- Maintains and updates provider schedules to optimize appointment availability and resource allocation.
- Accepts patient payments, applies them to the correct accounts, reconciles deposits, and monitors payment plans for timely compliance.
- Coordinates the release of patient information by verifying consents and ensuring compliance with HIPAA and applicable laws.
- Processes Release of Information (ROI) requests in accordance with organizational policies, ensuring proper documentation, authorization, and tracking.
- Reviews and indexes scanned documents for accurate upload into electronic health and dental records using designated software and classification systems.
- Processes referrals by confirming required documentation and forwarding necessary clinical information, such as diagnostic x-rays, to support continuity of care.
- Processes legal documents (e.g., guardianship orders, Power of Attorney, adoption orders) and ensures accurate notation and upload into electronic health and dental records.
- Prepares and distributes correspondence to internal and external parties to support timely and accurate communication.
- Performs receptionist duties, including greeting patients, checking them in, answering inquiries, and supporting front desk operations.
- Maintains strict adherence to scheduled work hours with regular and reliable attendance.
- Performs other duties as assigned.
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EDUCATION AND EXPERIENCE
- High School diploma or equivalent.Â
- Excellent written and verbal communication skills. Â Keyboard, computer, and telephone proficiency.Â
- Preferred six months’ previous experience in a medical or dental care facility to include direct patient contact or previous customer service experience.
- Preferred Associate’s degree in health information management, administrative assistant/medical secretary or related field.
CERTIFICATIONS / LICENSES
None.
Equal Employment Opportunity Employer Â
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