Administrative Assistant

• Serve as the primary point of contact for patients via phone and email.
• Schedule, confirm, and reschedule appointments in accordance with clinic protocols.
• Answer patient inquiries about services, procedures, and general information.
• Provide friendly, empathetic, and professional communication to every patient interaction.
• Coordinate with clinical staff to ensure smooth scheduling and workflow.
• Maintain accurate and updated patient records in the scheduling system.
• Follow up with patients as needed for reminders, updates, or documentation requests.
• Assist with administrative tasks and other duties as assigned by clinic management.
• Act as the schedule monitor in Athenahealth, ensuring all provider schedules are full and accurately maintained.
• Reschedule patients when providers are absent or unavailable.
• Fill newly added provider workdays and update appointment availability accordingly.
• Review schedules to identify and correct booking errors or inappropriate appointments.
• Make outgoing calls to patients for scheduling, rescheduling, and appointment confirmations.
• Serve as a backup for the customer service team, assisting with incoming patient calls as needed.
• Ensure appointment confirmations are completed and accurately logged.
• Provide administrative assistance to the Assistant Administrator and the Director of Operations.
• Perform clerical duties including document preparation, filing, data entry, and other project-based assignments.
• Support internal communications and scheduling for the leadership team.
• Manage smaller administrative projects to streamline operations.
• Assist with reporting, tracking, and internal coordination tasks as assigned.

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