OFFICE ASSISTANT/FINANCIAL COUNSELOR

JOB DESCRIPTION DETAILS

Job Summary:

The Office Assistant provides administrative and patient support services for a high-volume Bariatric Surgery, Weight Management, and Gastroenterology practice. This position serves as the first point of contact for patients and is responsible for delivering exceptional customer service while supporting efficient clinic operations. The Office Assistant coordinates patient access activities, scheduling, registration, insurance verification, financial processes, medical records management, and communication between patients and the healthcare team.

The ideal candidate demonstrates professionalism, compassion, attention to detail, and the ability to work effectively in a fast-paced multidisciplinary environment while supporting physicians, advanced practice providers, dietitians, nurse navigators, medical assistants, and practice leadership.

Scheduling, Care Coordination, and Administrative Duties

Schedule new patient consultations, follow-up visits, procedures, nutrition appointments, and multidisciplinary bariatric services. Communicate schedule updates to clinical teams.

Coordinate appointments for Gastroenterology, Bariatric Surgery, and Weight Management programs.

Manage provider schedules while maintaining appropriate visit types, appointment lengths, and scheduling guidelines.

Confirm appointments and communicate preparation requirements to patients.

Reschedule appointments due to provider availability, cancellations, or changes in clinic operations.

Maintain wait lists and assist with improving patient access.

Ensure required new patient paperwork and questionnaires are completed prior to appointments.

Registration & Insurance Responsibilities

Complete accurate patient registration and update demographic information.

Verify insurance eligibility and benefits prior to appointments.

Obtain and process referrals, authorizations, and required documentation.

Collect copayments, deductibles, coinsurance, and patient balances.

Maintain accurate documentation of financial transactions.

Support program requirements, including completion of required forms, appointments, and educational materials.

Coordinate scheduling between providers, dietitians, nurse navigators, and other members of the multidisciplinary team.

Scan, upload, and maintain patient documents within the electronic medical record.

Manage incoming and outgoing correspondence, including faxing and electronic communication.

Support quality improvement initiatives and workflow improvements.

Financial Counseling Responsibilities

Verify insurance eligibility and benefits for medical, surgical, and weight management services.

Explain insurance coverage, deductibles, co-insurance, copayments, and patient financial responsibility.

Educate patients regarding bariatric surgery insurance requirements and authorization processes.

Provide estimates of out-of-pocket expenses when appropriate.

Collect copayments, deductibles, self-pay balances, and prior balances at the time of service.

Process payments accurately and reconcile daily collections.

Establish payment plans in accordance with organizational policies.

Assist patients with financial assistance applications and available payment options.

Review outstanding balances with patients in a professional and compassionate manner.

Coordinate with billing and revenue cycle departments regarding patient account inquiries.

Maintain accurate documentation of all financial discussions within the EMR.

Insurance & Authorization Support

Verify insurance eligibility before scheduled appointments.

Identify authorization requirements and notify appropriate clinical staff.

Assist patients in understanding insurance documentation requirements.

Monitor insurance changes and communicate updates to patients and providers.

Ensure all financial documentation is complete prior to procedures.

Team Collaboration & Professional Expectations

Work collaboratively with physicians, advanced practice providers, nurses, medical assistants, dietitians, and administrative staff.

Participate in staff meetings, training, and process improvement activities.

Demonstrate flexibility and willingness to assist during periods of high patient volume.

Maintain a positive, professional attitude and contribute to a supportive team environment.

Follow organizational policies, safety standards, and compliance requirements.

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Education :

Position requires a high school education. College or technical training a plus.

Registration/Certification/Licensure :

None

Experience :

Position requires 1 -2 years experience in the medical field and/or 2 years of customer service experience.

Other Requirements :

Maintains unit-specific and hospital competencies, mandatory learning, and any clinical certifications required in accordance with the Staff Education and Training policy GA-057 and/or any other department requirements.

Data entry/PC experience required

Knowledge of insurance billing procedures

Previous experience and demonstrated maturity in dealing with customers and promoting a positive service atmosphere required.

Detail-oriented with the ability to follow directions and to work independently.

Positive and outgoing presentation and communication skills a must.