Administrative Assistant

Under general supervision of the Office Manager/Practice Manager /Medical Director works independently to perform all administrative duties. These duties include but are not limited to preparation of patient records; registration and pre-registration activities; problem resolution; appointment scheduling; and co-payment preparation and collection processing and reconciling billing information scheduling testing and providing patient education.


Schedules patients using the scheduling system. This includes establishing the appointment type specific provider and appointment time. Schedules follow-up appointments. May schedule appointments for patients who need lab work diagnostic imaging or referral to other medical providers. May schedule operating room cases. Refers technical/clinical inquiries to appropriate personnel.

Completes pre-registration and registration process using the electronic information systems. Verifies demographic data. Confirms patient eligibility with insurance carriers and obtains visit and authorizations as necessary. Collects co-payments and provides patients with receipts. Provides mature quality customer service to patients their families and/or their representatives.

Mails informational material to new patients in advance of scheduled appointments. As necessary contacts agencies outside the practicel to obtain pertinent patient information and to coordinate clinic/treatment programs. Contacts third party payers to obtain required pre-authorizations in accordance with established policies

Acts as an outpatient center receptionist. Makes telephone calls to patients as appointment reminders. Answers incoming calls. Returns phone calls to patients physician offices and other medical providers. Greets arriving patients and verifies pertinent information and physician using the electronic information systems. Interacts effectively with patients and their family members.

May prepare/set-up examination/procedure rooms; ensures clean/aseptic environment.

Oversees coding/billing related functions in the practice. Verifies the appropriateness of the diagnostic codes and CPT codes. Provides feedback to physicians regarding coding accuracy.

Interacts with patients and external billing service in order to resolve billing issues including denials. Provides clinical data to payors to assist in denial appeals.

Obtains and organizes medical records for use by physicians. Ensures patient's file is complete prior to treatment/clinic visit including appropriate records lab test results and x-rays. Evaluates file prior to schedule visit and follows up to obtain missing data.

Provides coordination between various physicians and other health care providers.

Assists with development of resources and guides for families staff and faculty.

Interacts with others within and outside the practice to explain services policies and procedures coordinates scheduling and special arrangements and resolves matters within the scope of own authority or as directed by supervisor.

Under the general supervision of the Manager may update departmental and professional policy/procedures manuals.

Maintains inventory and orders office and medical supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows-up on purchase orders and requests for checks. Meets with vendors to review and/or evaluate new office supplies or equipment.

Performs literature searches and prepares bibliographies on a given topic as requested. May maintain departmental resource library.

Operates office machines such as a personal computer calculator photocopier and dictation equipment.


Other information:

High school graduate.


Experience working in a business or physician office setting with three or more years of experience preferred.

Knowledge of medical billing/collection routines for physician office practice.

Personal computer experience required.

Demonstrates high level of organizational skills ability to manage physician referrals clinic visits administrative meetings and operating schedules.

Demonstrated independent judgment skills to appropriately prioritize urgent matters.

Demonstrates excellent customer service skills with co-workers and physicians and has strong interpersonal skills showing support sensitivity and empathy toward patients and their families.


Walking sitting standing throughout the day.


Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.


Location: Lifespan Physician Group Inc. USA:RI:Providence


Work Type: Full Time


Shift: 1


Union: Non-Union