About Company
Kaneohe Bay Medical Center is a cornerstone of healthcare excellence in the beautiful Kaneohe community, deeply committed to providing compassionate, comprehensive, and high-quality medical services. For years, we have proudly served our neighbors across Heeia and the wider Windward Oʻahu area, fostering a reputation for clinical excellence, patient-centered care, and a truly supportive environment for our dedicated staff. Our mission is to enhance the health and well-being of every individual we serve through innovation, collaborative teamwork, and an unwavering commitment to our community’s needs. We pride ourselves on creating a welcoming, efficient, and professional atmosphere where both patients and employees feel valued, respected, and heard. Joining our team means becoming an integral part of a family that is passionate about making a tangible, positive difference in people’s lives every single day, contributing to a healthier Hawaii.
Job Description
We are actively seeking a highly organized, professional, and genuinely friendly Administrative Assistant to manage our bustling Front Desk operations. As the very first point of contact for our valued patients and visitors, you will play an absolutely pivotal role in setting the tone and creating a positive, welcoming, and reassuring experience at Kaneohe Bay Medical Center. This full-time position requires an individual with exceptional interpersonal skills, a proactive and empathetic attitude, and a strong commitment to administrative excellence within a healthcare setting.
Your day will be dynamic and engaging, involving a wide array of administrative and clerical tasks crucial for the smooth flow of daily operations. From expertly managing patient inquiries and efficiently scheduling appointments to processing necessary paperwork with meticulous precision and maintaining the strictest confidentiality of sensitive information, your contributions will be invaluable. Beyond the routine, you’ll be an integral part of our close-knit team, supporting various medical departments and contributing significantly to a harmonious and collaborative working atmosphere. We are looking for someone who not only thrives in a dynamic healthcare environment but also possesses a keen eye for detail and the ability to handle multiple responsibilities with grace, efficiency, and a calm demeanor. If you are a natural communicator with a profound passion for helping others and a proven knack for organization, we wholeheartedly encourage you to apply and become a vital part of our medical family here in picturesque Heeia, Kaneohe. This role is far more than just a job; it’s a meaningful opportunity to contribute directly to the health and well-being of our cherished community.
Key Responsibilities
- Warmly greet and welcome patients and visitors, ensuring an excellent first impression and comfortable experience.
- Efficiently manage a multi-line phone system, directing calls appropriately and taking accurate, detailed messages.
- Schedule, reschedule, and confirm patient appointments using our electronic medical records (EMR) system with precision.
- Accurately register new patients, update existing patient demographic and insurance information, and verify eligibility.
- Process patient co-payments, deductibles, and outstanding balances, maintaining thorough and accurate financial records.
- Prepare and organize patient charts, consent forms, and other administrative documents necessary for appointments.
- Maintain the cleanliness, orderliness, and professional appearance of the front desk and patient waiting areas.
- Respond promptly and courteously to patient inquiries, providing accurate information regarding services, policies, and procedures.
- Assist with medical record requests and releases in strict compliance with HIPAA regulations and company policy.
- Collaborate effectively with clinical staff to ensure seamless patient flow, address immediate needs, and optimize clinic efficiency.
- Monitor and order office and medical supplies, ensuring adequate stock levels and managing inventory.
- Handle all incoming and outgoing mail, faxes, and electronic communications.
- Perform general clerical duties including comprehensive filing, scanning, data entry, and record keeping.
- Support other administrative tasks and special projects as assigned by management to ensure overall clinic success.
Required Skills
- Proven experience (minimum 1.5 years) as an Administrative Assistant, Front Desk Representative, or similar role, preferably in a fast-paced environment.
- High proficiency in Microsoft Office Suite (Word, Excel, Outlook) for daily administrative tasks.
- Familiarity with electronic medical records (EMR) systems (e.g., Epic, Cerner, eClinicalWorks) or demonstrated ability to quickly learn new software and systems.
- Exceptional verbal and written communication skills with a professional demeanor.
- Strong organizational abilities, meticulous attention to detail, and excellent time management skills.
- Demonstrated ability to multitask, prioritize tasks effectively, and maintain composure under pressure.
- Outstanding customer service and interpersonal skills with a patient-first approach.
- High school diploma or GED equivalent; further education is a plus.
Preferred Qualifications
- Associate's degree in Business Administration, Healthcare Administration, Medical Office Management, or a related field.
- Previous experience of 2+ years specifically in a medical office, clinic, or other healthcare setting.
- Working knowledge of medical terminology, CPT/ICD-10 coding, and basic medical billing procedures.
- Experience with insurance verification, prior authorizations, and referrals.
- Bilingual proficiency (e.g., Hawaiian, Tagalog, Japanese, or other relevant languages) to serve our diverse community more effectively.
Perks & Benefits
- Competitive salary commensurate with experience and a comprehensive benefits package.
- Generous Medical, Dental, and Vision insurance plans for you and your family.
- Robust Paid Time Off (PTO) including vacation, sick leave, and paid holidays.
- 401(k) retirement plan with a competitive company match to support your future.
- Opportunities for continuous professional development, training, and continuing education.
- A supportive, collaborative, and respectful work environment that values teamwork.
- Access to employee wellness programs and resources for a healthy work-life balance.
- Opportunity to work in a state-of-the-art medical facility.
- Enjoy the beautiful and vibrant location in the heart of Windward Oʻahu.
How to Apply
Interested candidates are invited to submit their application by clicking the link below. Please ensure your resume and cover letter clearly highlight your relevant experience, qualifications, and alignment with our values for this crucial role. We eagerly look forward to reviewing your application and potentially welcoming you to our dedicated team!