Front Office Assistant, Rancho Santa Margarita - Full-Time/Days

MedGrp Rancho Santa Margarita
Full Time
Day Job
Job Listing: 
Front Office Assistant, Receptionist, Customer Service

Purpose Statement / Position Summary

Responsible for supporting medical practices by operating switchboard and connecting callers to the appropriate person/department.

Essential Functions and Responsibilities of the Job

  • Must excel in interpersonal communication and customer service and be able to work both independently and as part of a team.
  • Must be organized, detailed oriented and accurately completes follow through
  • Must have the ability to problem solve to logical conclusion and demonstrate initiative and responsibility
  • Must have good listening skills and the ability to communicate effectively and clearly both verbally and in writing. This includes the ability to professionally and diplomatically discuss difficult topics while promoting the Company�s position.     
  • Be at work and be on time
  • Follow company policies, procedures and directives
  • Interact in a positive and constructive manner
  • Prioritize and multitask

Essential Job Outcomes

  • Answer all calls within 3 rings. Screen and direct all incoming telephone calls in an efficient and professional manner.
  • Maintain providers� on-call schedule, facility providers, supervisors, and facility manager�s schedules.
  • Maintain PBX Resource Manual. Maintain telephone emergency and pager/contact number list with immediate access. Maintain updated provider location list and keep facility specific telephone guidelines posted. Ensure coverage staff is aware of procedures and daily updates.
  • Open and close the switchboard according to procedure, verifying calls forwarded appropriately. Communicate delays in opening or closing the switchboard to the supervisor.
  • Receive, sort, and distribute all incoming materials.Maintain all incoming faxes and correspondence, document and task to appropriate individual.Alert designated individuals of STAT paperwork that needs to be addressed in a timely manner.
  • Keep on-hold time to a minimum. Check back with patient in short increments of time thanking patients for holding and informing them of call status.
  • Assist with filing dailies in medical record according to department procedure.
  • Process corresponding record releases; verify completeness of record, and forward to the Business Center Copy Department as needed.
  • Review schedules of upcoming patient visits and quality-control chart for documentation that is missing or needing updates (e.g., registration form, HIPAA privacy acknowledgement, Permission to Relay Information, emergency contact, etc.) Communicates documentation needs to FOAs prior to patient arrival.
  • �Other duties as assigned�


  • Must have a minimum of 1 year of customer service in any field
  • Must have prior office experience, preferably in the medical field
  • Must have experience using a computer in a work environment
  • Must have prior telephone experience
  • Must have medical terminology knowledge


  • High school graduate or equivalent required
  • Administrative (Front Office), Medical Assisting Certificate preferred
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