WPHPA Office Assistant

WPHPA Office Assistant

Position Summary
The Physician Practice Office Assistant performs a variety of office‑clerical duties, provides excellent customer service, and facilitates efficient and positive communication with patients, families, physicians, providers, and outside facilities. Responsibilities include patient check‑in/check‑out, registration, insurance verification, monitoring physician schedule templates, and other duties assigned by the practice manager.

• Schedules and confirms patient appointments and arrivals using the Practice Management System whenever available.
• Handles patient records and documents, schedules surgical procedures and tests, obtains pre‑certifications, verifies insurance coverage, and updates charts as required.
• Answers telephone calls, relays messages, and provides information as needed.
• Maintains files and assists in establishing office systems.
• Orders office supplies.
• Operates related office equipment.
• Attends meetings and takes/distributes minutes.
• Responds to patient rights issues and emergencies; communicates concerns to supervisors.
• Adheres to infection control standards, including hand hygiene.
• Uses appropriate decision‑making steps to prioritize patient care and practice issues.
• Collaborates and communicates with the health care team.
• Completes annual mandatory occupational health requirements.
• Attends mandatory in‑services and staff meetings as required.
• Utilizes cost‑containment practices.
• Prepares and maintains statistical data as requested.
• Complies with all WPH policies and procedures, including dress code, behavioral standards, customer service, and attendance.

• High school diploma or GED.
• Previous patient‑relations experience required.
• Previous physician practice experience preferred.
• Basic medical terminology, electronic scheduling, and electronic medical record experience preferred.

• English language proficiency (speaking, writing, and comprehension).
• Ability to perform multiple duties in a high‑volume environment.
• Efficiently balance visitors, phone callers, and administrative duties.
• Professional communication with all management levels and external constituencies.
• Self‑starter, self‑motivated, and capable of working without supervision.
• Flexible, organized, and able to set priorities.
• Excellent telephone manners and communication skills.
• Courteous, cooperative, and professional attitude at all times.
• Ability to remain composed under stress.

• Exposure to chemicals necessary for duties; hazardous chemicals as listed in SDS database available via intranet or switchboard.
• Use of computer for extended periods.
• Occasional lifting or moving of 15–20 pounds.
• Frequent movement around the department throughout the day.
• Sitting for extended periods.
• Responding to frequent phone calls.

All Populations

Entry level

Full‑time

Administrative

Hospitals and Health Care