Business Office Assistant

Our client, a nationally recognized not-for-profit health system, is seeking a Business Office Assistant for a 3-month contract to support front desk operations, administrative functions, and customer service in a fast-paced clinical office environment.

3-month contract | Starts 2/1/2026

Fort Wayne, IN (100% Onsite)

7:50 am

• Microsoft Office Proficiency

• Client Relationship Management
• Effective time management
• Multitasking
• Positive customer-focused attitude
• Proficient in maintaining strict confidentiality of private health information

• Answer and direct incoming calls via the central phone system
• Greet visitors and ensure proper sign-in/sign-out procedures
• Maintain lobby organization and cleanliness at all times
• Communicate effectively with patients, members, employer groups, and staff
• Enforce patient privacy, confidentiality, and HIPAA requirements

• Notify IT of phone, iPad, printer, and equipment issues
• Prepare lobby and signage for onsite meetings or alternate office hours
• Coordinate with cleaning services and vendors (including vending machines)
• Assist with inventory monitoring and ordering as needed

• Retrieve and route incoming faxes electronically
• Accept, sign for, and distribute incoming mail and packages
• Check overnight drop box deliveries as directed
• Process and sort incoming mail per established guidelines
  
  Accept premium payments via check or money order and issue receipts
• Coordinate delivery of checks with Office Services team members

• Provide administrative support to Office Services and other departments
• Conduct audits of scanned documents to ensure accuracy and quality
• Research and update returned mail and National Change of Address data
• Maintain and update front desk/lobby process guidelines and policies
• Pull, file, and maintain medical records and correspondence per protocol

• Participate in departmental and company-wide quality initiatives
• Complete required training on federal and state regulations
• Perform other related duties as assigned

• Good interpersonal and communication skills. Answers telephone and directs calls to appropriate area/personnel. Utilizes effective communicative skills. Incorporates specific age, culture and developmental needs.
• Access computer or appointment-stored information necessary to perform patient exam. Initializes required paperwork associated with each procedure, including patient verification and confirmation of physician's orders. Generates exam request. Relays information to patients and family members according to and following HIPAA Regulations.
• Schedules appointments, consults with physician's/physician offices as needed. Managing film purging and transfer.
• Answer phones, provide assistance and direct calls in a courteous and efficient manner.
• Strong communication skills and ability to prioritize work. Must be a team player. Must be able to manage concerns and situations of immediate importance. Provide adequate and prompt information to all customers. Enforce patient privacy and confidentiality.
• Monitors inventories related to the job and orders accordingly.
• Provide adequate and prompt information to all customers.
• Demonstrates competence in computer applications.
• Maintains employee medical record correspondence per protocol in the proper record format.
• Pulls and files medical records. Interfiles all correspondence and ancillary test results.
• Operates standard office equipment such as Microsoft office systems, calculators, photocopiers, dictation equipment, and fax machines.

• High School Diploma or equivalent
• 1+ year of experience in a clinical or healthcare office setting preferred
• Strong communication and customer service skills
• Proficiency with Microsoft Office and standard office equipment
• Ability to prioritize tasks and work effectively in a team environment