Job Description

Office Administrator Position

JOB SUMMARY:

The Office Administrator will oversee the general administrative function and activities of the office. This position will also supervise and coordinate provider credentialing, self-pay billing and the application of self-pay payments for the business office.

Supervisory Responsibilities:

• Oversees the daily work activities of the office.
• Ensures that employees report to work on time.
• Ensures that employees are following the operational Policies & Procedures outlined in the Employee Handbook and/or Clinic Manual.
• Works with the Clinical Director on attending to any needs of the clinic.
• Manages employee calendars and scheduling approved PTO.

Duties/Responsibilities:

• Handles limited billing matters swiftly and accurately, collecting self-pay payments, credit card and insurance information and ensuring their accuracy.
• Works with Bell MedEx to handle any discrepancies and provides them paper ERAs as they are received.
• Contacts and establishes new referrals, walking them through the intake process.
• Schedules patient appointments, and provides the highest level of service and ethics, genuine compassion, organization, and confidentiality in all transactions.
• Processes new hires, ensuring the employee file has the necessary documentation, training and licensure.
• Aids providers in getting credentialed on all insurance panels.
• Meticulously prepares and maintains patient records as needed while strictly maintaining all HIPAA confidentiality standards.
• Professionally and politely answers phone calls, greets all visitors with a positive attitude, verifies visitor information, and ensures that their experience is positive.
• Screens visitors to ensure that they are expected or authorized prior to letting them in to see anyone at the office.
• Performs general office support duties including: copying, filing, mailing and faxing.
• Maintains office directories and filing systems.
• Prepares basic correspondence (fax, email, letter, etc.) as directed by appropriate team members and ensures correct ROI’s are in place.
• Maintains cleanliness of the building’s interior by way of dusting, vacuuming, removal of trash, cleaning of restrooms, etc., as needed.
• Handles ordering of office supplies and retail items.
• Attends community outreach events as needed.

Required Skills/Abilities:

• Ability to deal professionally, courteously, and efficiently with the public and to remain calm under stress.
• Ability to work 7:45 am to 5:00 pm schedule, Monday through Friday, with a lunch time of 12:00 pm to 1:15 pm.
• Knowledge of all confidentiality requirements regarding patients and strict maintenance of proper confidentiality on all such information.
• Knowledge of medical terminology and spelling, as well as office ethics.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or Google Office Suite.

Education and Experience:

• Associate’s degree in office administration or related field preferred.
• Working knowledge of medicial billing and CPT codes
• Must have at least three years of management experience in an office setting, preferably with supervisory responsibilities in a health care facility.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

For more information about our clinic, please visit our website at

Job Type: Full-time

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