Front Office Assistant Job Description

Front Office Assistant Job Description

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Front office assistant provides backup for other positions and functions in the medical office including medical records, scheduling insurance verification, patient referrals, etc.

Front Office Assistant Duties & Responsibilities

To write an effective front office assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included front office assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Obtains all pertinent paperwork for exam, such as Rx and authorizations and put together with daily schedules
Follows proper procedure to check patient in for the days services
General office duties (mail, fax, file, copy, office supplies)
Greet, sign in, and highlight patients’ names immediately, notifying appropriate provider of patient arrival
Schedule appointments according to individual provider attributes and department guidelines
Continuously oversee the waiting room for cleanliness and safety
Maintain knowledge of providers, locations, hours, and services
Confirm and reschedule all appointments as directed
Assist new patients with patient information forms and properly verify insurance eligibility for all appointments
Maintain knowledge of MCMF providers, locations, hours, and services

Front Office Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Front Office Assistant

List any licenses or certifications required by the position: CPR, LCAH, BLS, BCLS

Education for Front Office Assistant

Typically a job would require a certain level of education.

Employers hiring for the front office assistant job most commonly would prefer for their future employee to have a relevant degree such as High School and Associate Degree in Hospitality, Business/Administration, Hotel and Restaurant Management, Education, Hospitality Management, Management, Tourism, Hotel Management, General Education, Communication

Skills for Front Office Assistant

Desired skills for front office assistant include:

Medical terminology
Word and Excel
Microsoft Office Suite
ICD & CPT
Registration and order entry systems
Patient scheduling and insurance verification
Basic computer software and the ability to learn electronic medical records
Computer scheduling functions
Editing existing patient data
Using proper registration protocols with all new patients

Desired experience for front office assistant includes:

Diploma level or higher qualification in business or hotel management would be of an advantage
Minimum one - three years front office experience
Minimum one year hotel experience
Minimum of three years previous front office supervisory/team leader experience preferred, in a luxury hospitality company
Experience working with Opera is required
One to three years of experience is preferred in a medical office setting

Front Office Assistant Examples

1

Front Office Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of front office assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for front office assistant
  • Leading the Front Office team to ensure Pullman Service Standards are displayed at all times
  • Drive up-sells as part of Hotel revenue management culture
  • Motivate and empower team members to problem solve and surprised our guests with novelty
  • Continue to update and supervise the F.I.T
  • Ensure all issues pertaining to guest satisfaction are met and that all follow up is completed on a timely basis
  • As the assistant to Front Office Administrator, assist with special leadership projects as assigned to determine improvement needs
  • To manage day to day running of the hotel in the absence of senior managers
  • To manage a team of Guest Service Officers and Team Leaders
  • To respond to and coordinate emergency situations
  • To handle guest complaints effectively and efficiently
Qualifications for front office assistant
  • Minimum of one(1) year office/administrative experience
  • 1-3 years of experience in scheduling appointments for doctor's office required
  • Strong organizational and time-management skills are essential good oral and written communication skills
  • Minimum 6 years hotel related experience and preferable in Front Office
  • Assist with managing the Front Desk, Concierge and Guest Services operation
  • Manage the staff at the Front Desk - conduct interviews, departmental training, and scheduling
2

Front Office Assistant Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of front office assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for front office assistant
  • Inventory of office supplies
  • To assist the Director of Front Office in all aspects of the department and ensure service standards are followed
  • Monitoring the Facilities requests and work orders and sending them on for resolution by the appropriate Facilities or Maintenance staff member
  • Assist in overseeing the day-to-day operations of the front desk, associated functions and the scheduling of staff
  • Oversee and participate in guest registration and check out
  • Assist in the analysis of Front Office reports, investigate previous night’s production, rates, issues
  • Analyze and generate reports and communicate information to team members and appropriate departments
  • Assist in the assembly, tracking and interpretation of financial and operational plans for the Front Office department, to include the annual hotel budget
  • Assist in achieving budgeted revenues and expenses and maximize profitability related to the rooms department
  • Carry out activities (night audit review, setting up group billing, inventorying and placing orders for supplies, cross departmental communication) required for smooth functioning of the Front Office
Qualifications for front office assistant
  • Follow-up with guest requests
  • Resolves customer complaints from all areas of the hotel, handling all guest interactions with the highest level of hospitality and professionalism
  • Degree or Diploma holder in hotel management or related disciplines
  • Posses relevant qualification
  • Minimum 5 years of related experience in Rooms Division in the Hotel industry
  • Mature, energetic, assertive, solution provider and a team player
3

Front Office Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of front office assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for front office assistant
  • Ensure hotel is always in compliance with all federal, state and local laws, including EEOC and Wage Hour laws
  • Fulfill Manager on Duty shifts when required
  • Provide a professional image at all times through appearance and dress
  • Participate in management meetings as required
  • Conduct daily shift stand-up meeting
  • Responsible for greeting and giving direction to new, current and follow-up patients
  • Records patient financial, demographic and clinical information received through phone call or fax
  • Works with patients, health plans and site management in identifying solutions and providing education to patients regarding health insurance questions and payment concerns
  • Orders supplies and equipment with the guidance and approval of the head of the facility and maintains adequate supply levels of necessary supplies
  • Provides routine administrative support for operations management
Qualifications for front office assistant
  • Experience in customer-service position and team management
  • Computer expertise
  • Able to collaborate with multidisciplinary teams
  • Minimum 2 years work experience as an Assistant Manager or Team Leader - Front Office / Guest Relations in a hotel
  • Multilinguist will be preferred
  • Some college preferred and 2 years hotel related experience required
4

Front Office Assistant Job Description

Job Description Example
Our company is looking to fill the role of front office assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for front office assistant
  • Greeting students
  • Play a supporting role in key administrative affairs
  • Assist in facilitating regularly-scheduled daily briefings and regular operational meetings
  • Ensure all relevant reports are printed and distributed correctly
  • Manage projects and any other reasonable duties as required by the Front Office Manager, Hotel Manager, or any other member of Senior Hotel Management
  • To provide a personal service to all the guests following the hotel standards and procedures
  • To ensure that the privacy of the guests and the confidentiality of all information is respected
  • To ensure uncompromising levels of cleanliness and maintenance of the work place
  • To oversee the Front Office operations, including the Reception, CID, Business Centre and Telephone Operator and to personally supervise the above in the involved supervisor’s absence, ensuring that the hotel standards and procedures are followed
  • To ensure appropriate stock level for the smooth run of the Front Office operations and to prepare requisitions accordingly
Qualifications for front office assistant
  • Able to lift 20 or more pounds
  • Great Attitude and Flexibility
  • Confidentiality is key
  • Previous front office supervisory experience preferred
  • Minimum One - year experience in an administrative role, or equivalent experience in other areas/industries/disciplines, hospitality, education, healthcare
  • Front Desk Reception experience a plus
5

Front Office Assistant Job Description

Job Description Example
Our innovative and growing company is looking for a front office assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for front office assistant
  • To call the Front Office Manager for advice in serious cases or if an approval is required
  • To ensure that the arrival lists are updated, transportation and airport services are scheduled and all of the rooms are blocked according to guest requests and needs
  • To ensure that all assigned and blocked rooms requiring special set-ups are accurately displayed in the hotel management system and available to the Housekeeping and other departments in due time
  • To ensure proper completion of all CID and local government requirements concerning hotel guests and files
  • To ensure that the departure lists are updated, check out times are respected and that the transportation needs are scheduled
  • To ensure and perform a proper use of all the equipment and hotel management system and to have a perfect knowledge of the set ups
  • To ensure the strict control of room keys and section keys as per hotel FOEs
  • To respect schedules, terms and deadlines as agreed with Management
  • To participate in the daily briefing with the Front Office team to review daily events
  • To attend departmental meetings using this opportunity to encourage the interactivity with the Front Office
Qualifications for front office assistant
  • Proven ability to build relationships and interface with all levels of individuals, internal and external to the organization
  • Maintain confidentiality of all matters relating to the company and its employees
  • Demonstrated ability to multi-task, work independently, and within a team
  • Demonstrated proficiency in Microsoft Office (Excel, Word, PowerPoint) applications
  • Ability to manage high call volume using multiple phone lines
  • High Energetic

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