Shared Services

Key Responsibilities:

1. Answering Phones and Managing Inquiries:

   • Serve as the first point of contact for patients, caregivers, and visitors via phone or in person.
   • Address inquiries, provide information about services, and direct calls to the appropriate departments or individuals.
   • Schedule appointments and provide reminders for patients as needed.
   • Handle inquiries in a friendly and professional manner, ensuring that all concerns are addressed in a timely and efficient manner.

2. Mailing HIPAA Documents:

   • Prepare and mail required HIPAA-compliant documents, including patient forms, consent forms, and privacy notices.
   • Maintain strict confidentiality when handling sensitive patient information and ensure all documents are sent securely.
   • Track the mailing process to ensure documents are delivered, and follow up as necessary to ensure compliance.

3. Ordering and Managing Supplies:

   • Order medical and office supplies as needed, ensuring that inventory levels are maintained.
   • Track supply usage and communicate with suppliers to ensure timely delivery and quality of materials.
   • Organize and maintain supply storage areas for easy access by staff.
   • Monitor supply levels and alert management to low stock or the need for urgent orders.

4. Working the Front Desk:

   • Greet patients, visitors, and staff in a welcoming and professional manner.
   • Check-in patients, verify insurance information, and update patient records as needed.
   • Maintain a clean, organized, and welcoming front desk area.
   • Assist patients with forms, appointment scheduling, and general facility-related inquiries.
   • Ensure compliance with company policies and regulations related to patient confidentiality, scheduling, and documentation.

5. Other Administrative Support:

   • Perform general office duties such as filing, faxing, photocopying, and scanning documents.
   • Assist with scheduling meetings or patient-related appointments.
   • Maintain and update patient records in compliance with HIPAA guidelines.
   • Help with patient check-out procedures and handle payments, co-pays, and billing inquiries as needed.

Skills and Qualifications:

• High school diploma or equivalent; additional administrative certifications or experience is a plus.
• Previous experience in a medical office or healthcare environment preferred.
• Knowledge of HIPAA regulations and ability to maintain patient confidentiality.
• Excellent organizational skills with the ability to multitask and prioritize tasks effectively.
• Strong verbal and written communication skills.
• Professional and courteous demeanor, with a customer service-oriented approach.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software programs quickly.
• Ability to work independently and as part of a team in a fast-paced environment.
• Detail-oriented with a strong commitment to accuracy and compliance.

For California Applicants:

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.