Office Assistant Cardiology Clinic

Overview

The Office Assistant Clinic supports day-to-day administrative operations of the clinic, ensuring accurate patient scheduling, registration, and documentation in accordance with established guidelines. This role serves as the first point of contact for patients, providing exceptional customer service both in person and over the phone. The schedule is Monday to Friday 8am to 5pm. The position may require flexibility in scheduling, including evening, weekend, or extended hours as needed based on clinic operations.

Employer paid benefits include Medical, Dental, and Vision (dependents included). Starting hourly rate: $19.57; max: $29.98.

Responsibilities

• Essential Job Functions

• Patient Registration – Accurately collects and enters patient demographic, insurance, and contact information into the electronic medical record (Epic) at check-in or pre-registration, ensuring accuracy for billing and communication.

• Appointment Scheduling – Schedules, cancels, and reschedules patient appointments—routine and referral-based—according to practice protocols, using professional and courteous communication in person and by phone.

• Chart Preparation & Insurance Verification – Prepare charts in advance of patient visits, ensuring insurance eligibility is verified, referrals are complete, medical records are available, and all required forms are up to date.

• Document Scanning & Record Management – Scans and indexes documents into the electronic health record promptly and accurately, maintaining current and complete patient charts.

• Phone & Message Handling – Answer incoming calls and greet patients in person with professionalism and empathy. Takes accurate messages, ensuring all relevant details are documented and routed to the appropriate provider or staff member in a timely manner.

• No-Show Documentation – Accurately records patient appointment no-shows in Epic, following clinic procedures for documentation and follow-up if the primary front desk staff is unavailable.

• Customer Service & Patient Interaction – Provides excellent customer service by adhering to AIDET guidelines (Acknowledge, Introduce, Duration, Explanation, Thank You). Creates a welcoming and supportive environment for patients and visitors, ensuring clear, compassionate communication at every interaction.

• Team Collaboration & Front Office Support – Provides general assistance across the front office team, including check-in, check-out, scheduling, and other administrative duties as assigned by the Practice Manager. Maintains flexibility in responding to shifting needs and patient volumes.

• Confidentiality & Compliance – Ensures strict patient confidentiality, complies with HIPAA and all clinic policies. Supports the hospital's mission, vision, values, and procedures.

• Shift & Schedule Flexibility – May be required to work extended hours, evenings, weekends, or holidays based on clinic hours and operational needs. Must be adaptable to schedule changes or varying shifts as dictated by patient volume or staffing needs.

• Additionally – The employee supports the hospital mission, vision, values, policies, and procedures. Participates in required education for DNV programs as applicable to position. Performs other related duties as assigned.

Qualifications

• Education – Required: High school diploma or equivalent. Copy of diploma/GED must be provided upon hire. Preferred: NA

• Licenses/ Certifications/ Registrations – Required: None required. Preferred: NA

• Experience – Required: Minimum of 1 year in customer service or administrative support role. Basic experience with computers, phone systems, and data entry. Preferred: Prior experience in a medical clinic or healthcare setting. Familiarity with electronic medical record systems (Epic preferred). Experience in patient registration, scheduling, or insurance verification

• Other – Skills and Knowledge – Proficiency in basic office technology (computers, multi-line phone systems, scanners, fax machines); understanding of insurance verification, billing regulations, and medical terminology; knowledge of filing procedures and accurate record documentation; ability to perform a variety of tasks in a fast-paced, multitasking…