Front Desk and Executive Support Specialist

Job Description

Primary Objective:

The Front Desk and Executive Support Specialist provides exceptional customer service and communication to Quality Comprehensive Health Center community members and team members, along with providing high-level administrative support to the CEO and Deputy Director.

Essential Functions:

Welcome visitors, identify purpose, and direct them appropriately.

Greet and monitor patients, ensuring efficient and courteous care.

Collect, enter, and verify patient demographic and insurance information in the EHR system.

Schedule, reschedule, and cancel patient appointments in the EHR system.

Operate the telephone system.

Complete patient check-in and check-out processes.

Monitor the Department Appointments Report for errors.

Collect patient balances, copays, and coinsurances.

Educate patients on demand statements and payment plans.

Maintain applicable workqueues in the EHR system.

Index documents from the document management system into the EHR system.

Maintain the appearance of the lobby and patient common areas.

Ensure excellent customer service with patients, families, and team members.

Manage the executive's calendar, make appointments, and prioritize sensitive matters.

Answer phone calls politely and professionally.

Perform clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents.

Arrange travel and accommodation for executives.

Receive and review incoming communication or memos for senior staff, determining importance and summarizing contents.

Perform general office tasks, such as maintaining records, ordering supplies, and basic bookkeeping.

Provide administrative assistance, including writing and editing emails, drafting memos, and preparing communications on behalf of the executive.

Maintain comprehensive and accurate records.

Perform minor accounting duties.

Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.

Perform additional duties as assigned by executives.

Perform other related duties as assigned.

Knowledge, Skills, and Abilities:

Proficient in Microsoft Office suite.

Proficient in EMR system, preferably ECW.

Proficient in data entry and insurance verification.

Ability to communicate professionally (verbally and written).

Ability to handle sensitive and confidential information.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Ability to function well in a high-paced and at times stressful environment.

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Ability to present a pleasant, professional demeanor and image.

Mathematical aptitude.

Ability to show empathy to distressed individuals and assist with identifying solutions to problems identified.

Education and Experience:

High school diploma required.

At least 4 years of related experience required.

Physical and Mental Requirements:

Physical Demands

Ability to use a computer for up to 8 hours a day.

Mental Demands

Ability to problem solve.

Ability to work under pressure or in stressful situations.

Ability to make quick decisions.

Ability to multi-task

Ability to use discretion and sensitivity.

Other Duties

In addition to those essential functions identified above, individuals in this position are also responsible for performing other duties or tasks that may be assigned.