Administrative Assistant – Business Office

Job Overview

This role provides essential administrative and operational support within the Business Office, handling tasks such as mail coordination, surgery reconciliation, billing assistance, medi-legal service management, medical records handling, financial deposits, and overall office functions. The position acts as a vital communication bridge among clinical staff, physicians, attorneys, billing personnel, and external entities to ensure accurate documentation, prompt billing, and seamless workflows.

Key Responsibilities

• Manage daily business office activities including processing mail, handling bank deposits, organizing clinic and post office deliveries, and distributing documents.
• Organize, process, scan, and distribute insurance-related correspondence, payments, and billing documents.
• Oversee incoming fax communications, ensuring payment and insurance data are routed to the correct departments.
• Conduct surgery reconciliation by collecting operative reports, tracking procedures, verifying documentation accuracy, maintaining reconciliation logs, and facilitating timely billing.
• Assist with surgery billing by reviewing clinical documentation, confirming patient insurance details, coordinating coding reviews, and submitting complete billing data.
• Manage medi-legal services including liaison with legal offices, scheduling necessary approvals, collecting payments, and maintaining related documentation.
• Handle and route requests for medical records, subpoenas, and archived billing information.
• Maintain and update spreadsheets, financial reports, and records to support monthly financial and operational reconciliations.
• Deliver administrative and basic technical assistance to support business office functions as needed.
• Collaborate closely with physicians, clinical teams, billing vendors, and external partners to ensure responsibilities are completed with accuracy and timeliness.
• Undertake additional duties as assigned.

Qualifications and Skills

• Demonstrated organizational skills with a keen eye for detail.
• Familiarity with medical terminology, insurance procedures, and healthcare billing protocols.
• Capability to handle multiple tasks simultaneously and meet deadlines effectively.
• Proficiency in Microsoft Office applications, electronic medical record systems, and standard office technologies.
• Strong communication skills, both written and verbal.
• Commitment to confidentiality and sound judgment in handling sensitive information.
• Ability to work both independently and collaboratively within a dynamic healthcare environment.

Education and Experience

• High school diploma or equivalent is required.
• At least one year of administrative experience in a medical office or healthcare setting is preferred.

Physical Demands

• Extended periods of sitting while working on a computer.
• Frequent walking between office areas and occasional travel to clinics, banks, post office, or other nearby locations.

Compensation and Benefits

• Provides health, dental, vision, and life insurance coverage.
• Includes 401(k) plan with company matching contributions.
• Offers paid time off and holidays, along with employee perks.
• This is a full-time, non-exempt role operating Monday through Friday.

Equal Opportunity

OrthoLA promotes equal employment opportunities for all applicants.