Office Assistant
Full-Time | In-Person | Spectrum Healthcare Group

Position Type: Full-Time

Work Location: Cottonwood, AZ

Pay: Starting at $18.00 Based on experience

Position Overview

Spectrum Healthcare Group is seeking a professional, organized, and customer-focused Office Assistant to support daily operations at our integrated healthcare facility.

The Office Assistant plays an important role in creating a positive patient experience by greeting and registering patients, assisting with required paperwork, scheduling appointments, answering incoming calls, collecting patient payments, and maintaining accurate patient and billing information.

As a front-line representative of Spectrum Healthcare Group, this position works closely with patients, staff, vendors, and outside agencies to ensure smooth clinic operations. The ideal candidate is detail-oriented, communicates effectively, maintains confidentiality, and can successfully manage multiple responsibilities in a fast-paced healthcare environment.

Key Responsibilities

Customer Service & Patient Support

• Greet patients, visitors, vendors, and staff in a professional, friendly, and welcoming manner.
• Provide excellent customer service while addressing patient questions and concerns.
• Register patients according to established office protocols.
• Assist patients with completing required documentation, including medical and insurance information.
• Answer, screen, and coordinate incoming telephone calls.
• Direct calls, take messages, and route inquiries to the appropriate departments.
• Communicate calmly, respectfully, and professionally with individuals from diverse backgrounds.
• Follow established crisis telephone procedures when needed.
• Maintain a clean, organized, and welcoming reception area.

Appointment Scheduling & Administrative Support

• Schedule, coordinate, and update patient appointments according to established procedures.
• Maintain accurate and up-to-date patient records and documentation.
• Perform data entry related to patient demographics, insurance, and billing information.
• Coordinate print requisitions and office supply orders.
• Manage PCP notification requirements and ensure proper completion and processing.
• Complete and process client exit sheets according to established procedures.
• Operate computers, photocopiers, fax machines, and other standard office equipment.
• Utilize Microsoft Office, Outlook, internet browsers, and internal email systems.
• Organize and prioritize administrative responsibilities to support efficient clinic operations.

Patient Payments & Insurance Information

• Collect patient co-payments and other payments as required.
• Assist patients with providing accurate insurance and billing information.
• Maintain complete and accurate patient financial and insurance records.
• Support the collection and documentation of patient payment information.
• Communicate professionally with patients regarding payment-related questions.
• Follow established office procedures for handling payments and maintaining financial documentation.
• Demonstrate familiarity with insurance eligibility, co-payments, and deductibles.

Team Support & Clinic Operations

• Provide backup support to the Front Desk Receptionist and Psychiatric Support staff as needed.
• Work collaboratively with clinic personnel, patients, vendors, and outside agencies.
• Demonstrate knowledge of agency departments, internal procedures, and general business etiquette.
• Follow agency policies, confidentiality requirements, and operational procedures.
• Participate in agency organizational improvement activities.
• Attend mandated agency training and maintain current CPR/First Aid certification.
• Maintain flexibility to work hours as required by clinic operations.
• Perform other duties as assigned by the Office Manager.

Compliance & Professional Standards

• Maintain strict confidentiality of all patient, staff, and agency information.
• Follow Spectrum Healthcare Group confidentiality policies and procedures.
• Protect sensitive patient information and ensure documentation is handled appropriately.
• Demonstrate professionalism, sound judgment, and ethical conduct in all interactions.
• Follow established PCP notification requirements and client exit sheet procedures.
• Maintain professional and collaborative relationships with patients, coworkers, and external partners.
• Follow applicable agency policies, procedures, and organizational standards.
• Perform other duties as assigned.

Required Education & Experience

• High school diploma or GED required.
• Must successfully pass a background check and drug screening.
• Experience using Microsoft Office, Outlook, and the internet required.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to prioritize workload and manage incoming calls and patient traffic.
• Accurate data entry and appointment scheduling skills.
• Ability to work independently and effectively as part of a team.

Preferred Education & Experience

• One year of customer service experience, preferably in a healthcare or medical office environment.
• Knowledge of general medical terminology.
• Familiarity with insurance eligibility, co-payments, and deductibles.
• Previous experience scheduling patient appointments.
• Experience operating standard office equipment, including computers, photocopiers, and fax machines.
• Certified Medical Assistant (CMA) certification preferred.

Required Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Strong customer service skills and professional telephone etiquette.
• Excellent verbal and written communication skills.
• Ability to read and write fluently in English.
• Strong organizational skills and attention to detail.
• Accurate data entry and basic computer skills.
• Ability to perform basic mathematical calculations.
• Ability to make sound decisions and manage multiple responsibilities.
• Ability to prioritize workload and meet deadlines.
• Ability to work effectively under pressure and in a fast-paced healthcare environment.
• Knowledge of standard office equipment, including computers, photocopiers, and fax machines.
• Familiarity with keyboard and mouse functions, word processing, internet navigation, and internal email systems.
• Ability to maintain accurate patient records and billing information.
• Knowledge of PCP notification requirements and VVGC client exit sheet processing procedures.
• Ability to interact with patients, personnel, and outside agencies in a calm, logical, and positive manner.
• Knowledge of business etiquette, agency departments, and general internal procedures.
• Ability to maintain confidentiality and communicate agency privacy requirements appropriately.
• Knowledge of crisis telephone procedures.
• Ability to work effectively as a team member and provide support to other clinic staff.
• Flexibility, professionalism, dependability, and a commitment to providing quality customer service.

Physical & Work Requirements

This position requires the ability to:

• Participate in regular in-person and telephone conversations.
• Sit for extended periods of time.
• Perform computer data entry and repetitive keyboarding tasks.
• Frequently move from one location to another within the clinic.
• Occasionally lift or carry a minimum of 15 pounds.
• Bend, stoop, reach, grasp, and perform repetitive hand and finger movements.
• Maintain adequate near and far visual acuity.
• Work effectively under stress and within established time constraints.
• Work flexible hours as required.

What Success Looks Like

A successful Office Assistant creates a welcoming and positive experience for patients while ensuring that registration, appointment scheduling, patient documentation, insurance information, and billing records are accurate and up to date.

This role supports efficient clinic operations by providing dependable administrative assistance, managing patient communication, maintaining confidentiality, and working collaboratively with the healthcare team to ensure patients receive professional, courteous, and quality service.

Join Spectrum Healthcare Group

If you enjoy helping people, staying organized, providing excellent customer service, and supporting healthcare operations, we encourage you to apply for the Office Assistant position.

Join a team committed to creating positive patient experiences, supporting our healthcare professionals, and helping individuals access the care and services they need.

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