Do you have a passion for helping people achieve their dreams of a growing family? An exciting opportunity awaits you with Fertility Centers of Orange County, a leading fertility practice in Southern California! Our Irvine location is seeking a full time, Front Office Assisant to join our team.
SUMMARY:
The Administrative Assistant is responsible for providing a positive patient relation, proper telephone communication, appointment scheduling, patient registration as well as payment/co-payment collection. Perform "hands-on" support. Maintain departmental day-to-day front office operations, monitor, and prioritize workflow, and efficient patient flow. This position is M-F, with rotating weekends and holidays.
ESSENTIAL JOB FUNCTION:
1. Adhere to RPMG/FCOC Policies and Procedures.
2. Perform duties and job responsibilities in a fashion which coincides with the service management philosophy of RPMG including the demonstration of the basics of service excellence towards patients, visitors, staff, peers, physicians, and other departments within the practice.
3. Opens office, turns lights on
4. Restock water cups, coffee pods & supplies, teas, Kleenex & hand sanitizer.
5. Repeatedly checks waiting area to see if it needs to be cleaned up.
6. Dust counter tops, tables, chairs.
7. Greets patients, reps, anyone who walks into the office.
8. Prints out encounters for the day, notes patients’ primary MD on encounters, sets up encounters on clipboard.
9. Set up encounters for HSC with consent.
10. Reviews IUI encounters to make sure IUI consent was completed, if not adds that to encounter.
11. Prints out schedules.
12. Check-In patients. Put encounters in appropriate box according to what schedule the patient is on. If it’s HSC, IUI, INJ or Blood draw notify the clinical team.
13. At times may need to assist in rooming patients
14. At times may need to assist MD and go into the room with them to see the patient
15. Communicates/Updates patient in waiting area of unusual wait time.
16. Reviews account to make sure all paperwork is completed, ID/DL & insurance cards scanned.
17. Scans ID/DL, insurance cards as needed.
18. Assist patients with disposition consents that need to be signed. Once completed follows process of uploading to chart, notifying Cryo team and sending originals to Lab team.
19. Cleans and organizes Front desk area
20. Checks for supplies and paperwork. Restock what is needed. For supplies notifies manager of what needs to be ordered
21. Prepares for the next business day such as documents needed.
22. Completes Tasks
23. Responds to emails.
24. Frequently checks general voicemail box.
25. Call HSC patients to discuss benefits and fees. Complete process by noting accounts, uploading requests, and emailing appropriate staff once patients have been notified.
26. Schedule NOP, Rcon appointments. Assist in scheduling NP consults when needed.
27. Pull faxes, review, and distribute them accordingly.
28. Enters notes/blocks on schedules per MD/clinical request and/or notifies Managers of change/request.
29. Assist in coordinating and responding to billing issues, patient issues, and physician issues.
30. Assist in communicating anything related to billing to ensure accurate and complete information to facilitate accurate charge entry.
31. Assist difficult or emotional patient situations; respond promptly to patient needs; solicit patient feedback to improve service; respond to requests for service assistance; meet commitments –excellent customer service is key.
32. Collects copays, balances, deposits for treatment, and post payments.
33. Makes proper notations on account.
34. Notifies departments of request/changes needed by emailing them or sending a task.
35. Reviews encounters upon checking-out to make sure charges correspond to appointment description and diagnosis marked.
36. Review accounts when checking patient out, read notes, update notes.
37. Notify Auth team.
38. Balance and close daily batch at the end of the shift
39. Once all batches are completed create a total’s batch and close out for the day
40. Upload batches to folder and email to Charge Entry Team as well as put originals in an interoffice envelope addressed to CBO.
41. Prepare specimen collection bags when running low.
42. At end of day lock office, turn lights off and clean/tidy up waiting area.
43. Provide coverage/back up for team as needed.
44. Participate in monthly weekend rotation and holiday rotation.
45. Assist various departments with special projects as needed.
46. Performs accounts audits as needed.
47. Generate and present treatment financial quotes to patients.
48. Ensure the confidentiality of all patient records and care per confidentiality policy and HIPPA regulations.
49. Adheres to organizational policy with particular attention to standards of conduct and to confidentiality as it relates to HIPAA.
50. Establish priorities and coordinates work team to ensure duties are performed in the most efficient and effective manner.
51. Maintains the highest knowledge and most up-to-date information on insurance plans.
52. Assists in preparing reports and obtaining data for continuous quality improvement, patient flow management, and other practice needs.
53. Participates in regular monthly CBO meetings and other collaborative practice meetings as needed.
54. Communicates department needs to other departments, supervisors, and staff.
55. Must be able to perform all administrative assistant, authorization specialist, and financial counselor roles and responsibilities.
56. Assist manager as needed as required with any other assigned tasks.
57. May be required to perform other duties as assigned.
QUALIFICATIONS:
- 2+ years of front desk or administrative experience in a fast-paced medical office
- Collaborative team player who works closely with providers, billing, and internal teams
- Approachable, professional communication style with strong listening and follow-through
- Demonstrates discretion and handles confidential information with care
- Strong problem-solving, decision-making, and adaptability skills
- Organized, detail-oriented, and effective with people
- Serves as a reliable liaison between patients, providers, and clinical staff
- Proficient in Microsoft Word, Excel, and electronic medical records systems
- Manages changing priorities and maintains effectiveness in a dynamic environment
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Bereavement leave
- Dental insurance
- Dependent health insurance coverage
- Disability insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid jury duty
- Paid sick time
- Paid time off
- Parental leave
- Pet insurance
- Retirement plan
- Vision insurance
Work Location: In person
Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.
Skills Required
- 2+ years of front desk or administrative experience in a fast-paced medical office
- Ability to collaborate closely with providers, billing, and internal teams
- Professional communication style with strong listening and follow-through
- Discretion and ability to handle confidential information carefully
- Strong problem-solving, decision-making, and adaptability skills
- Organization, attention to detail, and effectiveness working with people
- Ability to serve as a reliable liaison between patients, providers, and clinical staff
- Proficiency in Microsoft Word, Excel, and electronic medical records systems
- Ability to manage changing priorities in a dynamic environment
- Availability for full-time, in-person work with rotating weekends and holidays
What We Do
Ivy Fertility is a globally recognized network of fertility centers that unites top-performing reproductive clinics to provide patients with extraordinary medical care for their family-building needs. They specialize in advanced reproductive technologies, in-vitro fertilization, and third-party reproduction, combining expertise and innovation to deliver personalized fertility services with a commitment to patient success.
