Office Assistant I - Orthopedics

OFFICE ASSISTANT I - ORTHOPEDICS - HEYWOOD MEDICAL GROUP - FULL-TIME

IMMEDIATE OPENING-APPLY ASAP!

LOCATION
- US-MA-Gardner
- ID: 2026-3752
- CATEGORY: Administrative/Professional
- POSITION TYPE: Full-Time

YOU MATTER HERE!
- Heywood Healthcare values our employees. We offer competitive wages, great benefits and generous earned time off. Come work where you will matter!

HOURS
- 40 Hours
- Monday-Thursday 8:00 AM - 4:30 PM
- Friday 7:30 AM - 4:00 PM

PAY RANGE
- $18.50 - $28.04 per hour

DISCLAIMER
- We are committed to equitable and transparent compensation practices. The salary range is a good-faith estimate; final compensation will be determined by experience, skills, qualifications, and internal equity.

SUMMARY
- Under the direction of the Senior Practice Administrator and Practice Manager, responsible for phone coverage, patient check-in/check-out, appointment scheduling, insurance verification, referral processing, outpatient service scheduling, managing daily deposits, EMR documentation, fax/mail processing, and participation in patient satisfaction initiatives. May support additional duties and other locations as assigned.

ESSENTIAL FUNCTIONS
- Conduct friendly, courteous, and respectful interactions with patients, visitors, and staff.
- Answer phones, schedule in-office appointments, take and route messages accurately.
- Manage clinical inbox/practice buckets (personal, referrals, medical records) timely and proficiently.
- Check in patients, verify/update required fields and forms in EMR; complete patient check-out and schedule follow-up appointments.
- Collect copays/payments, maintain records, and reconcile daily deposits.
- Verify insurance coverage and eligibility and address issues prior to visits when possible.
- Obtain prior authorizations for procedures and diagnostic studies as required.
- Register patients using computer-based registration/scheduling systems.
- Process incoming faxes and daily mail including barcoding and EMR document processing.
- Issue and verify managed care referrals; maintain and file outpatient orders and standing orders.
- Maintain office/clinical supplies, rotate stock, and initiate requisitions as needed.
- Complete workflow dashboard tasks (reschedules, tickers, no-shows) promptly.
- Process incoming/outgoing medical records per practice guidelines and regulations.
- Maintain records, reports, logs, and statistical information as required.
- Participate in meetings, training, quality improvement activities, annual mandatory education, and HEART program concepts.
- Provide coverage at other Heywood Medical Group locations as needed.

STATEMENT OF OTHER DUTIES
- This job description lists major duties and is not exhaustive; employees may be asked to perform additional job-related duties.

QUALIFICATIONS/MINIMUM EDUCATION
- High school diploma or equivalent required.

MINIMUM WORK EXPERIENCE
- One (1) year of medical office experience preferred.

REQUIRED SKILLS
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Ability to prioritize tasks in a busy environment and learn new programs.
- Comfortable with computers/technology; EMR knowledge preferred.
- Preferred knowledge of medical terminology.
- Ability to work flexible shifts; occasional evenings and weekends may be required.
- Reliable transportation required to travel between locations.

FUNCTIONAL DEMANDS/PHYSICAL REQUIREMENTS
- Exerts up to 20 pounds occasionally, up to 10 pounds frequently, or negligible force constantly to move objects.
- Frequently reaches and handles.

HOW TO APPLY
- Submit application or referral via Heywood Medical Group careers portal. Not ready to apply? Connect with us for general consideration.

EQUAL OPPORTUNITY EMPLOYER
- Heywood Medical Group is an Equal Opportunity Employer.