Main Responsibilities and Required Skills for Office Assistant

An Office Assistant is a person who assists in general office duties, bookkeeping, and invoice entries. They work closely with the Office Manager and Office Services team. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Office Assistants.

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Main Responsibilities of Office Assistant

The following list describes the typical responsibilities of an Office Assistant:

Address

Address delivery and service difficulties to resolve problems thoroughly and quickly.
Address patient questions and queries.

Aid in

Aid in the monitoring of patient condition while in the department.

Answer

Answer and direct inbound telephone calls.
Answer and direct phone calls in a polite and friendly manner.
Answer calls and liaison with clients.
Answer emails and filter them through to the right contact.
Answer inbound telephone calls.
Answer incoming phone calls, sort mail, run the copier, and file paperwork.
Answer non-routine telephone calls.
Answer patron questions by telephone, text or email to provide information about upcoming events.
Answer phone inquiries, direct calls and provide basic company information.
Answer phones, schedule appointments, verify insurance and collect co-pays.
Answer queries about treatment entries and charges in computer record.
Answer and routes telephone calls.
Answer and transfers phone calls, screening when necessary.
Answer customer questions and confirms customer orders.
Answer enquiries by phone and in person in a helpful, respectful and efficient manner.
Answer incoming calls, distributes calls, takes messages, and checks store's voicemail.
Answer the telephone, screens and relays messages to patient and staff, greets and directs.
Answer the phone, direct calls, accurately receive and relay message.
Answer the phone to take messages or redirect calls to appropriate colleagues.

Arrange

Arrange travel schedules and make reservations.

Articulate

Articulate and persuasive in both written and verbal communication.

Assess

Assess OST restarts by completing paperwork including COWS scale.
Assess patient services for day's visit and enters charges into computer.

Assist in

Assist clients' application and ensure everything goes smoothly.
Assist day to day tasks set by ops managers.
Assist designers with placing orders and status sheets for projects.
Assist Executives with scheduling appointments and travel arrangements as requested.
Assist finance / credit with ad-hoc projects as required.
Assist in answering and directing phone calls.
Assist in keeping the office neat and clean.
Assist in orientating & training of new staff.
Assist in planning company events, meetings, luncheons, and special projects.
Assist in the development of Quality projects / initiatives.
Assist in the training of new clinic MOA staff in shared duties.
Assist office and Office Manager with clerical duties.
Assist Office manager on administrative business task.
Assist other departments with various projects, as needed.
Assist physicians and practitioners with exams as required.
Assist physicians when requested.
Assist providers (e.g., PAP smears, blood pressure, height, weight).
Assist staff with maintaining orderliness of work areas.
Assist teachers with clerical and typing tasks.
Assist the accounting team with accounts payable.
Assist the doctor with patients by performing preliminary exams.
Assist the employees in the office with day to day work.
Assist the Site Director / Teacher as needed.
Assist the Surround Care Education Coordinator as needed.
Assist to supervise the maintenance of office facilities & equipment.
Assist with all Admissions filing.
Assist with booking follow-up appointments needed.
Assist with bookings for patients and explain the importance of the visit.
Assist with collection of data as requested by the Team Leader and Clinic Director.
Assist with coverage of various CSC and CCC duties when staff are away.
Assist with entry and maintenance of student attendance data.
Assist with organizing and executing internal and external company events.
Assist with organizing Apogee events.
Assist with personnel hiring, evaluation, training, discipline, scheduling, payroll, and supervision.
Assist with planning and implementation of Foundation Programs and participant outreach.
Assist with procedures (if required).
Assist with reception duties at the Welcome Centre as required.
Assist with set-up and clean-up for HR Events.

Attendance

Attendance at school and community events outside of the regular school day may be required.

Attend

Attend and participates in all practice / department meetings, as required.
Attend work as scheduled.

Balance

Balance monthly statements.

Book

Book appointments and manage calendars, using a variety of software and systems.
Book patients for cycle monitoring and follow up appointment with physicians.

Build

Build and maintain various excel spreadsheets.
Build rapport with patient and family.

Calculate

Calculate billing charges.

Call

Call or text current / potential customers regarding scheduling and service.
Call Vendors for pricing of parts.

Carry out

Carry out a variety of student monitoring and controls activities.
Carry out administrative activities of establishment.

Chart

Chart and maintain daily records of incoming faxes, scans using the EMR system.

Checks

Checks, codes, and processes various documents.
Check voice mail as required to ensure calls are returned.

Clean

Clean and sterilize instruments and materials.

Collect

Collect payment from patients for non-OHIP visit fees.
Collect money and creates invoices.
Collect urine using sample kits for truck drivers Drug Test.

Communicate

Communicate stock errors and discrepancies clearly and effectively with team members.
Communicate test results to patients when directed by physicians or nursing professionals.
Communicate with technical support for EMR (Accuro access issues).

Compassionate

Compassionate and patient approach to patient care.

Compile

Compile standardized reports and summaries from readily identifiable data.

Complete

Complete accurate documentation of patient visits.
Complete assigned paperwork in an accurate and timely manner.
Complete claims / pre-approvals and mail on the day of patients visit, as required.
Complete point of care urine testing.
Complete testing and process UDS as required and dispose daily.

Confirm

Confirm and verify all patient information is correct at each visit.

Contact

Contact patients by phone with outstanding accounts and NSF cheques to obtain payment.
Contact vendor when equipment or appliances need repair or are under warranty.

Coordinate

Coordinate all Facility Maintenance requirements and requests.
Coordinate all products with marketing, e-commerce, and sales teams for all style outs.
Coordinate and process all necessary documents for the field technicians and estimators.
Coordinate events as needed.
Coordinate guest visits by distributing agendas, objectives to attendees, and any planned events.
Coordinate patient care plans and follow up on their progress.
Coordinate Program Advisory Committee, recruits Committee members, and participates in meetings.
Coordinate relation with third parties in office related matters.
Coordinate special presentations for Commissioners Court and Civil Service Hearings.
Coordinate the review of applicant files as required.

Copy

Copy documents, records and general office material for the department.

Create

Create and organize an online group document center through Google Docs.
Create and organize expense reports.
Create exceptional customer experiences.
Create file folders and type labels.
Create, maintain, modify, and manage all ticketed events in a computerized environment.
Create, photocopies and distributes materials.

Determine

Determine source of payment by verifying program eligibility in government or insurance plans.

Develop

Develop and maintain a supportive learning community.
Develop a relationship with customers.
Develop, implement and maintain office policies and procedures.
Develop ppt presentations.

Direct

Direct billing to 3rd party insurers.
Direct all patients to appropriate waiting areas after all paperwork is complete.
Direct visitors to tenant suites.

Draft

Draft and / or transcribe correspondence for Pathologists.

Edit

Edit transcribed material for stylistic consistency and accuracy.

Ensure

Ensure accurate patient demographic information.
Ensure all forms required are handed out, explained, completed and collected.
Ensure all money is promptly deposited into the bank.
Ensure cleanliness of treatment rooms, laundry, machines / tools, etc..
Ensure efficiency of daily activities of the office.
Ensure efficient, professional running of medical office.
Ensure equipment is ordered and configured for new hires.
Ensure exam rooms are stocked appropriately and are ready for the next patient.
Ensure excellent patient flow throughout the clinic at all times.
Ensure front office / site is safe, orderly and professional at all times.
Ensure guests are properly greeted upon their arrival.
Ensure it is clean, organized, and well-stocked with supplies and snacks.
Ensure patient information is accurate including billing information.
Ensure patient records and files are accurate and current.
Ensure protection of patient data accessed as part of job responsibilities.
Ensure test results and risk assessments are entered into the system within the week received.
Ensure that all required signatures are present and dated.
Ensure that a patient's overall visit is comfortable and exceptional care is provided.
Ensure the security of the office space and make sure doors are locked at the end of the day.

Enter

Enter credit card transactions and reconcile statements.
Enter purchase orders for customers.

Escalate

Escalate calls to the Office Manager as needed.
Escalate issues to the appropriate department manager or business owner.

Escort

Escort or transports patients to exam rooms or treatment rooms, or other areas as directed.

Establish

Establish and communicate clear objectives for all learning modules.

Evaluate

Evaluate student performance throughout the course.

Execute

Execute work in the prescribed sequence so deliver-by-date is met.

Exercise

Exercise good judgement and discretion when needed.

Facilitate

Facilitate in the coordination of patient referrals.

Follow

Follow the procedures outlined for dealing with patients / visitors who fail the screening process.

Follow-up

Follow-Up calls with the CPAP patients.
Follow up with Field members if more information is needed.

Gather

Gather, record and update medical, personal and insurance information from patients.

Get

Get quotes / testimonials from clients and staff.

Greet

Greet and advise customers on products and services.
Greet and check-in patients in a friendly manner.
Greet and provide directions or information to customers.
Greet and screen visitors at front window.
Greet, assist and direct all visitors.
Greet guests attending events who come to the box office.
Greet patients, answer the phone, schedule and confirm medical appointments and communicate messages.
Greet patients upon arrival to the clinic.
Greet patients, validate health cards and obtain demographics.
Greet visitors and directs them to the appropriate area.
Greet visitors, answer main phone line, and direct as necessary.
Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person.

Guide

Guide patrons to exits or provide other instructions or assistance in case of emergency.

Handle

Handle a variety of administrative support tasks.
Handle inbound / outbound client / caregiver phone calls.
Handle mails & deliveries.
Handle multiple tasks simultaneously.
Handle office phone system.
Handle procedures associated with time-tabling, registration, examinations, and general inquiries.

Help

Help maintain office calendar.
Help to implement changes in screening processes if required.
Help to maintain strong clinical program.
Help to maintain a friendly and warm environment for patients.
Help with all types of admin tasks – catering, diary management, office supplies etc..

Implement

Implement and improve changes in procedures immediately.
Implement and maintain procedures / administrative systems.

Inform

Inform patients of delays in appointment times and / or processing of requests.

Initiate

Initiate confirmation calls to patients to ensure the lowest possible no show rate.

Input

Input work orders as needed pertaining to office space.

Inspect

Inspect property and coordinate any maintenance work.

Interact with

Interact with directors when necessary.

Keep

Keep detailed and accurate records of requests and of calls received.
Keep examination areas clean, orderly, and stocked with supplies.
Keep office area clean and tidy.
Keep office clean and tidy and maintain office supplies.
Keep track of shipments of ELD Logs, truck plates etc..
Keep updated records of office expenses and costs.

Label

Label and prepare for lab pick-up twice daily.

Liaise with

Liaise with clients and health professionals about treatments, appointments, and referrals.

Locate

Locate and remove files requested.

Maintain

Maintain a company credit card for office purchases and file appropriate monthly reports with Concur.
Maintain alphabetical, numerical, and subject matter files.
Maintain an awareness of the programs and services provided by Doorways.
Maintain and improve established processes.
Maintain and updates policy and procedural manuals.
Maintain appointments schedules and calendars.
Maintain basis clinic cleanliness / maintenance.
Maintain clerical functions within the office.
Maintain confidentiality.
Maintain customer databases.
Maintain electronic and hard copy filing system.
Maintain electronic medical records, including patient charts.
Maintain equipment by completing preventive maintenance.
Maintain filing and other duties as need by the executive director.
Maintain filing systems as assigned.
Maintain First-Aid Kits and Eye Wash Stations located company-wide.
Maintain focus under pressure / deadlines.
Maintain inventory of program materials and supplies.
Maintain master appointment books for all staff.
Maintain meeting rooms, office kitchen, and the sweet, sweet coffee supply!.
Maintain office and boutique supply levels.
Maintain office cleanliness.
Maintain office equipment as needed.
Maintain office facility and resources.
Maintain office stationary / kitchen supply.
Maintain office supplies.
Maintain office supply inventory.
Maintain quality of service by following organization standards.
Maintain respect for patient privacy and confidentiality.
Maintain security by following procedures, monitoring logbook, and issuing visitor badges.
Maintain the proper name tags at all workstations.

Make

Make copies, order lunch, and prepare rooms for meetings.
Make sure areas are fully stocked, cleaned and presentable.

Manage

Manage and execute customer sales process via phone and online sales channels.
Manage and maintain sales-related documents throughout the sales process.
Manage and track all outgoing mail and packages.
Manage buyer transactions from start to finish.
Manage calendar invites, scheduling meetings.
Manage Client Phone Calls.
Manage client referrals and patient information database.
Manage customer information and input into the computer systems.
Manage documentation and files for the Office of Municipal Public Defender.
Manage efficiently in a multi-tasked environment and ensure deadlines are met.
Manage emails & messages and prioritize.
Manage HR files and records for hourly & self-employed staff.
Manage incoming and outgoing mail.
Manage inventory of office supplies.
Manage invoicing to clients.
Manage medical check attendance of the employees.
Manage new and follow up appointment authorizations.
Manage or assist with small projects and ad hoc tasks.
Manage phone calls in a professional, courteous manner.
Manage phones, route calls, and take messages.
Manage busy reception area and patient's needs, greeting patients and families in a pleasant manner.
Manage social media profiles.
Manage social media sites / website and create, edit blogs / ads.
Manage the front office of the facility.
Manage the onsite travel requests using Concur (online travel system) as needed.
Manage travel and accommodations arrangements.

Measure

Measure patient's weight and height.

Meet

Meet daily and monthly shot-count goals by managing the pace of the photo shoots to stay on schedule.

Monitor

Monitor and assess the activities of our competitors to proactively satisfy and retain our clients.
Monitor office environment and organize repairs and services.
Monitor / record medical inventory levels.
Monitor the stock of office supplies.

Navigate

Navigate company systems for commission calculations and records.

Obtain

Obtain correct referrals / orders from appropriate Information System.

Open

Open all mail, manage accounts activity and organize office meetings.
Open or reviews correspondence and determines proper disposition.

Operate

Operate office equipment including photocopiers, fax machines and document scanners.

Optimize

Optimize crew routes using Jobber Service Field Service software.

Order

Order Entry / Prepare Purchase Orders.
Order front office supplies and keep inventory of stock.
Order and maintains office supplies.
Order customer visits lunches.
Order stationary, forms, drug test kits & other office supplies etc..
Order stationery and supplies.
Order supplies for retail stores, head office and the warehouse.

Organize

Organize and documents scheduling, registration and payment policies.
Organize and prioritizes assignments and takes initiative to follow through on pending items.

Oversee

Oversee and coordinate office administrative procedures.
Oversee office and medical supplies inventory.

Participate in

Participate in College and Program Activities.
Participate in customer meetings.
Participate in health center / affiliate efforts to achieve established revenue cycle goals.
Participate in health center efforts to achieve established goals for productivity.
Participate in meetings and events.
Participate in meetings as requested.
Participate in regular supervision, training, and staff meetings.
Participate in team and LAMP all staff meetings regularly.
Participate in team building events and quality improvement initiatives.

Pay

Pay bills and write cheques.

Perform

Perform additional duties as assigned.
Perform all other related clinical, administrative tasks or special tasks as required.
Perform a wide variety of secretarial and administrative duties as required by daily operation.
Perform clerical tasks and answer phones.
Perform duties as assigned by the Customer Service Manager.
Perform duties that require physical activity and movement in a non-conditioned workspace.
Perform general receptionist duties.
Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
Perform other duties and responsibilities as assigned by Director of Ticketing or other management.
Perform other duties, as directed.
Perform other duties as required.
Perform other general office duties as assigned.
Perform other related clerical duties.
Perform related duties as required or assigned.

Plan

Plan and conduct group activities based on the Surround Care curriculum.
Plan and execute team happiness programs + special events, with support from the Operations team.
Plan in-house or off-site activities, like parties, celebrations and conferences.

Post

Post payments and jobs in QuickBooks online version.

Prepare

Prepare all checks for deposit (stamp and deposit slip).
Prepare and distribute information packages within one day of request.
Prepare and send out monthly A Frame invoices.
Prepare billing statements.
Prepare for regular all-hands meetings (organising catering, setting up meeting room spaces).
Prepare OHIP billing and verification.
Prepare patient daily charts.
Prepare patients and set up exam rooms for complete physicals, including pap.
Prepare reagents and equipment for routine processing of samples.
Prepare sales contracts in accordance with current policies and procedures.
Prepare and maintains the status of plan reproduction.
Prepare paperwork for patient appointments and entering into the EMR and follows up as required.
Prepare routine written reports and fills out forms, as necessary.
Prepare written summaries of data when needed.

Present

Present our products and services to prospective customers.

Process

Process and track building, office, and service invoices.
Process and track referrals and follow up with specialist office.
Process incoming and outgoing mail.
Process expenses, invoices and other accounting tasks.
Process immunization records and prescription refills.
Process in-store and on the phone orders for freight.
Process mail, scanning, filling.
Process owner changes with receipt of warranty deeds and send out welcome packets.
Process payments for patients including co-pays and uninsured visits.
Process referrals and medical legal requests.
Process site supply requests and distribute on a timely basis, including equipment.
Process specimens and restock waiting rooms.

Provide

Provide accurate information regarding the available services.
Provide a pleasant and comfortable environment.
Provide customer service and support to Dental providers, and other internal departments.
Provide efficient administrative support to the clinic's daily operations.
Provide forms / paperwork to be completed by the patient, processes patient's documents.
Provide general administrative support.
Provide information and guidance to visitors / patients with respect to usage of personal PPE.
Provide injections to patients at the front door while wearing proper Personal Protective.
Provide support in the logistics of an office move including organizational tasks.
Provide support to clinical staff as required.
Provide the public with general and / or explanatory information.
Provide visitors with information and direct them accordingly.
Provide your cell# and address when applying.

Reach

Reach the target and be a winner.

Read

Read and implement all agency and program policies and procedures.
Read and route incoming mail and process outgoing mail.

Receive

Receive and unpack all mail, packages, and deliveries.
Receive guests, employees and deliveries at the Front Desk.
Receive incoming calls from customers / clients.

Reconcile

Reconcile all monthly secretarial expenses.
Reconcile OHIP payments, collect uninsured payments and maintain records.
Reconcile cash / cheques with outstanding invoice and prints receipts.
Reconcile supplier statements.

Record

Record a brief and concise history relevant to the patient's chief complaint.
Record all deposits in QuickBooks.
Record and prepare minutes of meetings.
Record and relay information.
Record student attendance and grades.

Refer

Refer calls and take messages.

Replenish

Replenish and ensures appropriate levels of PPE and screening stock items are available.
Replenish office and medical supplies in exam rooms as needed throughout the day.

Research

Research construction documents and analyzes specifications to determine estimated costs.
Research projects and one-off tasks as requested.

Respond to

Respond and manage email correspondence.
Respond to customer inquiries in a timely fashion.
Respond to messages and emails.
Respond to office mail and emails.
Respond to telephone, in person or electronic inquiries and handling clients.
Respond to various task requests from TMF employees.

Review

Review and submit MSP, ICBC & WCB billing claims.
Review employee expense reimbursements, submit for approval by President.
Review online clinic surveys and respond.

Scan

Scan and send out patient correspondence.
Scan, file and log accounting documents.
Scan, Upload results to EMR.

Schedule

Schedule and confirm patient appointments / tests / follow-ups and manage schedules.
Schedule and oversee building maintenance and maintenance of office equipment and facilities.
Schedule and plan meetings and appointments.
Schedule appointments and aid with filling out forms.
Schedule appointments and follow-up.
Schedule appointments & appointment maintenance.
Schedule around other obligations with an option to work extra when needed.
Schedule in-person interviews.
Schedule installations and service calls with customers.
Schedule maintenance service calls if needed for office equipment.
Schedule meetings or appointments, strong attention to detail when taking minutes.
Schedule meetings with client and other office tasks.
Schedule patient appointments and manage clinic calendar.
Schedule products delivery route and handle invoices / packing slips for delivery.
Schedule secondary or follow up appointments and provides necessary information for visit.
Schedule patients for tests and follow up appointments.

Screen

Screen and redirect phone calls where appropriate, take accurate messages.
Screen patients for infection and cough and directs accordingly.

Seek

Seek and identify development opportunities in industries, and market chances of investment.

Send

Send reminders regarding upcoming appointments.

Set up

Set up and cleans rooms, including removal of dirty instruments between patients and at end of day.
Set up for procedures and cleaning up after procedures.
Set up new customer accounts.
Set-up / tear down activities for a given meeting.

Share back up phone and desk coverage.
Share results with corporate clients and sometimes candidates.

Solicit

Solicit sales of new or additional services or products.

Solve

Solve problems within the programs and processes that you are working.

Sort

Sort and distribute incoming mail.
Sort incoming mail and distribute to the appropriate individual and send outgoing mail.
Sort products according to our procedures.
Sort mail and distribute as needed.

Submit

Submit assignment and exam grades to onsite administrator.
Submit data in various forms into electronic systems.

Supervise

Supervise and interact with children in a positive manner.
Supervise the Assistant Teacher in the classroom.

Support

Support all functions required for business operations.
Support FHT activities such as notes at meetings, statistical collection.
Support office staff and executives with clerical tasks.
Support physicians in the delivery of care.
Support the administrative functions of the campus to enhance the student experience.
Support the Manager in managing and resolving operational issues.
Support the picking and packing team to get orders shipped.

Take

Take appropriate actions to correct overpayments / shortages by processing submitted adjustments.
Take daily payments of cash, cheques, credit cards, and direct deposit.

Track

Track and deposit all incoming checks.
Track and manage projects and tasks while assisting the executive.
Track, gather or input client or care giver data.
Track / order office supplies and keep general office space neat & clean.
Track samples for on-figure shoots.
Track student attendance, performance, and grades.

Transcribe

Transcribe material from handwritten notes or electronic dictation.

Troubleshoot

Troubleshoot and maintain office equipment in the Dean's office and Instructor Centre.

Type

Type documents, reports and correspondence, organizes travel arrangements for staff.

Understand

Understand and maintain our electronic and manual filing system.

Undertake

Undertake basic bookkeeping tasks and issue invoices, checks etc..

Update

Update calendars, schedule meetings, and book travel for Executives.

Upload

Upload Non-Disclosure Agreements and / or Master Service Agreements onto the company website.

Use

Use and optimize work productivity software in order to carry out tasks efficiently.
Use Microsoft Outlook for email.
Use of Microsoft office like word excel etc, adobe acrobat and dropbox.

Utilize

Utilize a variety of computer systems within all Front Office departments.
Utilize harm reduction strategies to support individual within the Doorways.

Verify

Verify, complies, corrects and types statistical and narrative reports.
Verify patient information.
Verify supplier invoices against price sheets, identify discrepancies and notify suppliers.

Welcome

Welcome patients as they arrive to the clinic and provides the necessary paperwork for their visit.
Welcome patients / visitors and instructs them to sanitize hands as they enter.

Work with

Work and interact with colleagues, and supervisors.
Work in an organized manner – using and maintaining supplied tools and archiving work appropriately.
Work in reception (greet patients).
Work well within an established team.
Work with box office manager to appropriately respond to patron issues.
Work with Box Office manager to place holds, process orders & release tickets in a timely fashion.
Work with candidate and customer to obtain signed documentation for all placements.
Work with facilities to stock and order supplies, maintain inventory, and route deliveries.
Work with managers to update PowerPoint presentations.
Work with the entire mission staff as a team member.
Work with the reception team to provide excellent service to the patients of Carson Medical Clinic.