Front Office Administrator / Secretarial Assistant

Brian H Novack MD

Beverly Hills, CA, USA

Published: 6/14/2022

Full Time

Job Description

Front Office Duties:

Opening:

· Turn on lights and straighten out the lobby, and exam rooms. Make sure each room is stocked and ready to go.

· Turn on the camera room, make sure there is an SD card in there and hair clips are available.

· Make sure computers in the exam rooms are all up and running with Mirror open and ready to go.

· Make sure the kitchen is clean and clear of all dirty.

· Make sure the iPad and laptop are fully charged and ready to go.

Closing:

· Confirm appointments with patients.

· Confirm and send schedule via email/text to Dr. Novack and team.

· Prior to leaving make sure each room is clean, sanitized, and stocked for the next day.

· Make sure the camera room is turned off and the SD card is placed back in the camera after uploading photos into patients account in Mirror. Clear out the images out of the SD card once images are uploaded.

· Make sure any photos or videos on iPad are uploaded/backed up accordingly.

· Log off the computer in the exam rooms but first make sure all photos are saved in Mirror prior to closing down program.

· Make sure the reception is clean and tidy, turn the lamps off and the lights.

· Close blinds and turn the lights off.

Administrative Duties:

· Ensure all documents are uploaded into patient charts.

· Send intake forms to new patients (via email, or DocuSign).

· Update returning patients information accordingly.

· Surgical forms to be sent to patients via DocuSign.

· Lab orders sent accordingly to patient and their pre-operative doctor.

· Confirming patient appointments.

· Upload images to Mirror.

· Screen calls and voicemail messages, direct them accordingly.

· Collect patient payments.

· Send e-prescriptions authorized by Dr. Novack.

· Prepare surgical chart prior to surgery.

· Send out the pre-operative lab results, history & physical, and medical clearance to anesthesiologist.

· Invoices: obtain approval from office manager for the invoices for the clinic as well as the surgery center.

Secretarial Duties:

· Schedule and confirm meetings and appointments. If a it’s a doctor’s appointment, make sure to send in all the necessary paperwork and health insurance cards prior.

· Assist with reaching out to vendors regarding property projects.

· Answer maintenance requests from tenants and schedule repairs accordingly.

· Arrange travel arrangements and reservations.