Business Office Assistant

Job Title: Business Office Assistant

Location: Fort Wayne Indiana 46804
Duration : 4 Months

Work Arrangement: 100% Onsite (Local candidates only)

Equipment: Client equipment will be provided

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Job Summary

The Business Office Assistant is responsible for managing front-desk and administrative operations while providing excellent customer service. This role includes answering and directing incoming calls, greeting visitors, coordinating office services, and supporting multiple departments with administrative and clerical tasks.

The individual will ensure smooth lobby operations, maintain confidentiality, support document management processes, and comply with all applicable federal and state regulations.

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Key Responsibilities

• Answer and direct incoming calls through the central phone system.

• Notify appropriate IT personnel regarding phone systems, iPads, printers, or other equipment malfunctions within the lobby.

• Greet visitors courteously and efficiently, direct them to appropriate PHP personnel, and ensure proper sign-in/sign-out procedures are followed.

• Inform the Facilities & Office Services Manager or HR of any suspicious or uncooperative visitors and notify authorities when appropriate.

• Retrieve incoming faxes and electronically route them to the appropriate personnel in a timely manner.

• Accept, sign for, and distribute incoming packages and mail; notify recipients promptly.

• Check the overnight drop box daily or as directed by business needs.

• Prepare for onsite meetings or alternate office hours, including signage, name tags, and coordinating special cleaning requests.

• Maintain order and cleanliness of the lobby at all times.

• Assist with scheduling package pickups.

• Accept premium payments via check or money order and print receipts as needed.

• Ensure checks are delivered to appropriate locations by coordinating with the Office Services team.

• Provide administrative support to the Office Services Department and other departments as needed.

• Conduct routine audits of scanned documents to ensure image quality, correct indexing, and accurate application placement.

• Research and update returned mail with accurate member information per established guidelines.

• Proactively contact employer groups and/or members listed on the National Change of Address spreadsheet to update contact information.

• Act as a liaison between team members and the vending machine vendor to resolve issues or concerns.

• Maintain and update lobby/front desk process guidelines and policies using standard office programs.

• When assigned, process and sort incoming mail per established guidelines.

• Participate in company-wide and departmental quality management activities.

• Participate in training related to applicable federal and state regulations and adhere to all requirements.

• Perform other relevant and related duties as required.

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Essential Functions

• Demonstrate strong interpersonal and communication skills.

• Answer telephones and direct calls courteously and efficiently.

• Utilize effective communication skills while incorporating age, cultural, and developmental considerations.

• Access computer systems or appointment data required to support patient examinations.

• Initialize required paperwork, including patient verification and confirmation of physician orders.

• Generate exam requests and relay information to patients and family members in compliance with HIPAA regulations.

• Schedule appointments and consult with physicians or physician offices as needed.

• Manage film purging and transfer processes.

• Prioritize work effectively and function as a collaborative team member.

• Handle urgent situations with professionalism and sound judgment.

• Provide prompt and accurate information to all customers.

• Enforce patient privacy and confidentiality at all times.

• Monitor job-related inventory and place orders as necessary.

• Demonstrate competency in computer applications.

• Maintain employee medical record correspondence per protocol and required formats.

• Pull, file, and interfile medical records, correspondence, and ancillary test results.

• Operate standard office equipment, including Microsoft Office systems, calculators, photocopiers, dictation equipment, and fax machines.

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Qualifications

Required:

• High School Diploma or equivalent

• Minimum of 1 year of relevant experience in a clinical office setting (preferred)