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
Job Tags
Full time, Work at office, Monday to Friday,