Clinical Office Assistant (COA) - IV Infusion/Wound Care Clinic

This position supports the IV Infusion and Wound Care Clinic by providing essential administrative and clinical office assistance. You will be the first point of contact for patients and visitors, managing front desk operations, patient scheduling, insurance processing, and medical records coordination while assisting with clinical workflows in a fast-paced outpatient setting.

Responsibilities

• Greet patients and visitors promptly and courteously, collect insurance co-payments, and respond to routine information requests
• Schedule and maintain appointment calendars, coordinate meetings and related administrative details including agendas, site selection, food and beverage arrangements, audio-visual setup, and document preparation
• Enter patient information into the computer system and coordinate appointments with other areas or physician offices as needed
• Answer and screen telephone calls, triage clinical calls, and resolve problems appropriately
• Assemble, copy, and release patient medical records; coordinate with the Medical Records Department regarding requests for notes and additional information
• Generate basic reports, modify and update existing reports, and distribute them as needed
• Open, sort, and distribute mail and department documents efficiently; operate and maintain office equipment including fax machines, printers, and photocopiers; order office supplies as needed
• Complete referrals, track and follow up on re-authorization needs, process patient registration, and obtain required information
• Process billing and reimbursement forms and other department records; maintain logs and reports and perform simple calculations as needed
• Assist with gathering, organizing, and compiling data for reports and meetings

Required Qualifications

• High school diploma or equivalent
• One year of experience performing scheduling, customer service, and administrative or clerical support duties
• Proficiency with Microsoft Office (Excel, PowerPoint, Access, and Word) or similar software, including database and spreadsheet maintenance, tracking, and data entry
• Strong organizational skills and attention to detail
• Ability to multitask, route calls, greet patients, and maintain appointment and meeting schedules
• Effective written and verbal communication skills with ability to build rapport and relate to all people
• Ability to operate standard office equipment

Physical Requirements

• Ability to sit, walk, stand, bend, and lift frequently throughout the workday
• Ability to occasionally lift items weighing up to 20 pounds
• Functional speech, vision, and hearing
• Exposure to a normal office environment

Note: This job description indicates the general nature and level of work expected. The incumbent may be required to perform other related duties as assigned.