Assistant Office Manager Job at Pediatric Associates
Position Summary: Responsible for implementing workflow procedures based on direction from the Practice Manager, while greeting all guests in a friendly, efficient, and professional manner.
Essential Functions/Responsibilities
Daily Job Duties:
- Assists manager to ensure staffing levels are appropriate to maintain efficiency of office operations.
- Supports staff growth through consistent feedback and training.
- Demonstrates leadership and takes initiative to improve workflows, policies and procedures to increase efficiency and level of service.
- Coordinates facility repairs and support services along with routine cleaning maintenance.
- Manages and resolves staff conflicts diplomatically and professionally.
- Helps manage all medical equipment and supply inventory appropriately.
- Actively participates in the evaluation and improvement of the patient care flow and work efficiency.
- Greets patients and checks them in following established procedures including but not limited to assuring all necessary information is received and entered in patient’s chart, obtaining patient information, insurance, credit card (new patients).
- Responds to patient’s questions either in person or over the phone in a courteous and professional manner
- Resolves patient problems/complaints; utilizes own best judgement in resolving issues or refers to management as needed.
- Answers incoming calls and provides information as needed; takes messages, schedule appointments.
- Confirms patient appointments
- Checks patient out, verifying if any appointments need to be made
- Maintains front desk area in a clean and orderly fashion
- Completes all necessary paperwork; maintains files and records
- Review patient charts to ensure they are prepared for the day
- Scan newborn notes prior to initial appointment
- Monitor schedule on daily basis (checking for accuracy of appointments)
- Handles all incoming and outgoing medical record requests in a timely manner
- Performs clerical duties as required including but not limited to filing, photocopying, faxing, and mailing.
- Applies safety principles as identified by established policy
- Exhibits a high degree of courtesy, tact, and poise when interacting with patients, families, and other healthcare professionals
- Adjusts to fluctuating peaks in patient flow, acuity, and other operational demands while maintaining quality
- Provide support and assist all front office staff members when needed
- Delegates office responsibilities as needed.
- Gets to work on time
- Follows directions
- Effectively interacts with coworkers
- Understands and follows workflows and policy/procedures
- Accepts constructive feedback
- Performs other related duties as assigned by management
Education and/or Experience Required:
- High school diploma or equivalent
- Knowledge of medical terminology
- Prior experience in healthcare
- Excellent written and oral communication skills
- Acute attention to detail
- Strong organizational, problem-solving, and analytical skills
- Ability to manage priorities and workflow
- Proficient on insurance (PPO, HMO, CalOptima)
- Excellent customer service skills
- Ability to understand and follow written and verbal instructions.
- Professional appearance and demeanor
The expected base salary range for this position located in Newport Beach, CA is $53,560 to $62,400. It is not typical for offers to be made at or near the top of the range. Pediatric Associates offers are based on several factors including but not limited to the candidate’s education, work experience, and certifications, all of which are dependent on the requirements of the specific role. In addition to base salary, the Pediatrics Associates Family of Companies and it’s affiliates offers a comprehensive benefits package, potential incentive and recognition programs, and retirement planning (all benefits are subject to eligibility requirements based on position, and division).
Location: Pediatric Associates · Newport Beach Front Office
Schedule: Full Time, Days
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