Employment

JOB SUMMARY

Our Administrative Assistant is the face of WELL and is the initial point of interaction with WELL & Company’s clients/patients, either personally or by the telephone. The Administrative Assistant is responsible for greeting clients/patients and assisting them with or directing them to the appropriate services required. In addition, an Administrative Assistant is a member of the WELL & Company team. In that capacity, they are expected to be familiar with the philosophy, goals and objectives of WELL & Company and work collaboratively to achieve them. They must be cognizant of, and comply with, all WELL & Company policies and procedures, as well as pertinent state and federal regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other assignments, projects and duties may be required

• Welcomes patients and visitors by greeting them, in person or on the telephone.
• Manages incoming and outgoing correspondence including phone calls, voicemails, emails, and fax communications in a timely and professional manner.
• Optimizes patient satisfaction, provider time, and exam room utilization.
• Keeps patient appointments on schedule by registering and checking in patients in a timely manner; preparing necessary documents for the visit; coordinating and confirming appointments, including follow-ups, reschedules, and cancellations.
• Prepares and organizes daily schedules, provider templates, and clinic flow to optimize efficiency.
• Comforts patients by anticipating patient anxieties; answering questions; maintaining a clean and presentable front office and reception area.
• Ensures availability of treatment information by filing and retrieving patient records.
• Maintains patient accounts by obtaining, recording, and updating patient demographics and insurance information in the electronic health records system.
• Maintains accurate financial records by updating patient financial information; recording and collecting patient charges; providing patients with receipts for payments.
• Assists with basic reporting, data entry, and tracking of key office metrics as directed.
• Maintains office supplies inventory and places orders as needed to ensure smooth daily operations.
• Helps maintain compliance by ensuring required forms, consents, and documentation are completed and up to date.
• Protects patients' rights by maintaining confidentiality of personal and financial information per HIPAA regulations.
• Assists in orientation of new personnel as directed.
• Quickly learns and effectively uses our electronic health records system, Elation.
• Provides general administrative support to providers and leadership, including special projects as assigned.
• Performs all other duties as trained and requested by provider and/or management.
• This position is primaraly in Alexandria. The ability to travel to our St. Joe location 1 day per week is preferred.

EDUCATION, SKILLS AND EXPERIENCE

• High school diploma
• One year receptionist or secretarial experience preferred.
• Clinic/medical experience preferred.
• Computer knowledge required.
• Knowledge in Canva preferred.
• Must function independently, have flexibility, personal integrity.