Administrative Assistant Part-Time (Healthcare Practice)

Job Description

About us: Sheba Consulting is a boutique Fractional Leadership Consultancy, founded in 2009. We help our clients grow, build great teams, become efficient and maximize their profitability.

About the role: We are looking for an Administrative Assistant on behalf of our client, a healthcare provider based in Northern New Jersey. As a valued member of their team, you will be responsible for the practice’s front desk operations, including scheduling patient appointments, answering phone calls, maintaining patient records, insurance verification, and ensuring smooth patient flow within the office, often requiring strong organizational skills and attention to detail.

Key responsibilities include:

Handling and responding to all communications, including emails, phone calls, and faxes.

Conducting new patient intakes, gathering demographic information, and entering details into the EMR.

Verifying insurance coverage and updating patient records accordingly.

Scheduling appointments, assigning patients to appropriate staff, and sending appointment reminders.

Coordinating staff availability for patient assignments.

Retrieving, inputting, updating, and maintaining patient records in the EMR and patient charts.

Requesting, following up on, and filing discharge summaries, prescriptions, and plan-of-care documents from physicians.

Updating patient charts with relevant information and retrieving records as needed.

Checking patients in and out, collecting co-pays, and overseeing waiting room flow.

Tracking patient progress and discharge statuses.

Assisting with administrative tasks such as billing and processing insurance claims.

Keeping track of office supplies, placing orders when needed, and setting up in-office staff meetings.

The ideal candidate:

Can multitask, prioritize, and complete tasks efficiently.

Communicates professionally and clearly with patients, staff, and referrers.

Maintains accuracy in data entry, patient records, and billing.

Interacts with patients and staff in a friendly and professional manner.

Can resolve scheduling conflicts and follow up on documentation.

Works well independently and within a team.

Is patient and empathetic.

Preferred but not required:

Has experience with EMR systems (Raintree preferred).

Has experience with Microsoft 365 platforms.

Has a basic understanding of medical and insurance terms.

Position Details:

Office Schedule: Monday–Friday, 9:00 AM – 5:00 PM

Location: Northern New Jersey (onsite position)

Employment Type: Part-time, 15-20 hours per week

Benefits:

Paid sick leave

Extended Holidays & Time Off

On-the-job training and mentorship

Opportunities for career advancement

Part-time