Hoag Memorial Hospital Presbyterian

Hoag Memorial Hospital Presbyterian
Newport Beach California

Front Office Assistant I/II/III The Front Office Assistant, under the direction of the Site Supervisor or Site Manager, performs a variety of clerical duties and front office operations in support of the patient care activities of the department. Employee will ensure a well- paced, patient flow and continuous communication with HMG-HMTS coworkers, be proficient in All Scripts and IDX information systems and have the ability to schedule appointments for HMT-HMTS physicians. The Front Office Assistant displays and practices a work-style that reflects the mission, vision and values of HMG-HMTS, and participates in the continuous quality improvement process as required. Employees will maintain a working knowledge of departmental standard operating procedures, including the use of specialized instrumentation, quality control requirements, and preventive maintenance


Front Office Assistant I:

• Facilitates the registration and scheduling process for patients presenting to HMG-HMTS:

o Greets visitors promptly and courteously, using eye contact upon their arrival to HMG-HMTS.

o Directs and assists all patients.

o Answers phones and assists patients, consistently providing timely and accurate information to patients, physicians, Organization personnel, and public sector to achieve the highest possible level of satisfaction.

o Collects required information from patient as requested by Center physician.

• Compiles chart and ensures that all patient forms are completed.

• Supports all administrative functions for HMG-HMTS, including recordkeeping and correspondence.

• Accurately process payments and provides a written receipt. Documents payment on log sheet. Process credit card payments. Balances out cash sheet at end of day.

• Verifies and pre-authorize each patient’s insurance information prior to their appointment and documents.

• Demonstrates flexibility in accepting schedule and work assignments.

• Reports to the supervisor in a timely manner all "near misses", potential, and actual errors.

• Wears name tab when on hospital property.

• Documents all messages from patient and provider calls.

• Keeps supervisor informed when problems may interfere with work being completed on time.

• Perform other duties as assigned.

Front Office Assistant II: In addition to the above, the Front Office Assistant II will:

• Acts as a resource and provides guidance to new employees, offering assistance and direction to lessexperienced team members.

• Aids in maintaining appropriate supply levels for HMG-HMTS, providing input for the office supply ordering. Assists with the receipt, distribution, and storage of supplies.

• Supports patient appointment schedule, placing calls to patients who need appointment notification or reminders, including time, date and address/directions for HMG-HMTS.

• Breaks down charts and send them to Medical Records for processing in a timely and efficient manner.

Front Office Assistant III: In addition to the above, the Front Office Assistant III will:

• Responds appropriately to inquiries and complaints. Can troubleshoot and problem solve independently as situations occur.

• Ensures Front Office equipment functions properly, placing services calls when required.

• Orders, distributes and stores office supplies for HMG-HMTS


Education, Training and Experience


• High School Diploma or equivalent.

• Minimum one (1) year clerical experience, including filing, use of calculator and basic telephone skills.

• Current CPR Certification.

• Minimum two (2) years front office experience within an acute healthcare system environment.


• Three (3) years front office experience within an acute healthcare system environment.


Skills or Other Qualifications


• Basic keyboarding skills at 35 WPM.

• Basic knowledge of Microsoft Office Suite, including Outlook, Word and Excel.

• Excellent communication skills; customer focused; excellent attention to detail; able to prioritize tasks and meet deadlines; strong interpersonal skills; able to work in a team environment.

• Proven ability to interface with all customer levels (physicians, Organizational staff, insurance companies, patients and family members).

• Basic knowledge of medical terminology.

• Working knowledge of medical terminology, plus full understanding of medical insurance procedures.


• Knowledge of registration and order entry systems.

• Knowledge of medical terminology.

• Knowledge of patient scheduling and insurance verification.

• Trouble-shooting and problem-solving skills.

• Intermediate knowledge of Microsoft Office Suite, including Outlook, Word and Excel.


License and Certifications

Required: N/A

Preferred: N/A

Basic Qualifications