Administrative Assistant

Job Title: Administrative Assistant

Department: Home Medical Services / Healthcare Operations

Position Summary

The Administrative Assistant provides essential administrative and customer service support to ensure efficient daily operations. This role serves as a primary point of contact for patients, healthcare providers, and internal staff by managing phone communications, documenting patient interactions, entering and maintaining accurate records, and following up on prescription-related requests.

Key Responsibilities

• Answer incoming phone calls professionally and courteously.
• Route and transfer calls to the appropriate departments or personnel.
• Perform data entry of patient information, referrals, prescriptions, and other healthcare records.
• Follow up with patients, providers, pharmacies, and insurance companies regarding prescription status and document correspondence in company system(s).
• Maintain accurate and up-to-date electronic patient records.
• Assist with prior authorization submissions
• Respond to routine inquiries and provide excellent customer service.
• Monitor and prioritize voicemail messages and return calls as appropriate.
• Verify information received from patients and healthcare providers for completeness and accuracy.
• Assist with general administrative duties including filing, scanning, faxing, emailing, and document management.
• Ensure compliance with HIPAA and company privacy policies when handling patient information.
• Support team members with special projects and additional administrative tasks as assigned.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required:

• High school diploma or equivalent.
• Previous administrative, customer service, or healthcare office experience preferred.
• Strong telephone etiquette and communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Accurate data entry and attention to detail.
• Ability to manage multiple tasks in a fast-paced environment.
• Strong organizational and time-management skills.

Preferred:

• Experience working in a medical office, home healthcare, durable medical equipment (DME), or healthcare support environment.
• Knowledge of medical terminology and prescription workflows.
• Familiarity with electronic medical records (EMR/EHR) systems.

Competencies

• Customer Service Excellence
• Professional Communication
• Attention to Detail
• Organization and Multitasking
• Teamwork and Collaboration
• Problem-Solving Skills
• Confidentiality and HIPAA Compliance

Work Environment: Office-based position with regular interaction with patients, healthcare providers, pharmacies, and internal staff via phone, email, and electronic systems.