Job Description

Job Summary

The Office Assistant performs administrative, clerical, and operational support duties for the physician practice. This role helps ensure efficient office operations while providing exceptional customer service to patients, providers, and staff.

The Office Assistant supports the Frederick Health Mission, Vision, Core Values, and Customer Service Philosophy. This position also adheres to the Frederick Health Compliance Program, including all regulatory requirements and the Frederick Health Standards of Behavior.

Essential Functions

• Provide front desk support as needed.
• Use the electronic medical records (EMR) system to access patient demographics and maintain patient records in accordance with office procedures.
• Complete requests for office supplies and equipment.
• Prepare and send letters to patients requesting retrieval of X-ray films and maintain X-ray filing bins.
• File hospital correspondence and other documentation.
• Maintain patient medical records in accordance with established office procedures.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

• Demonstrate effective interpersonal skills when interacting with a diverse patient population.
• Demonstrate strong verbal and written communication skills.
• Provide basic patient education and instructions in a clear and effective manner.
• Prioritize responsibilities and maintain organization while managing multiple tasks.
• Demonstrate proficiency in Microsoft Office applications.
• Communicate objectively and professionally while fostering understanding and resolving concerns among patients, staff, and providers.
• Work independently while maintaining organization and attention to detail.

Minimum Education, Training, and Experience

• High School Diploma or equivalent required.

Patient Contact

Must demonstrate and maintain the knowledge and skills necessary to provide appropriate care and communication for patients in the following age groups:

• ☒ Adolescent (13–17 years)
• ☒ Adult (18–65 years)
• ☒ Geriatric (66+ years)

Physical Demands

Medium Work – Requires lifting up to 50 pounds on an infrequent basis (less than one lift every three minutes) and/or carrying up to 25 pounds while walking. Requires pushing or pulling up to 75 pounds infrequently or up to 115 pounds occasionally (no more than once per hour).

Ergonomic Risk Factors

Repetitive Motion: Repeating the same motion over extended periods places stress on muscles and tendons. Risk depends on the frequency, speed, force required, and muscle groups involved.

Awkward Postures: Physical activities may require prolonged or repeated reaching, twisting, bending, kneeling, squatting, working overhead, or maintaining fixed positions, which may increase ergonomic risk.

Working Conditions

• Bloodborne Pathogen Exposure Risk: Category B – May have exposure to blood or body fluids.
• Fit testing is required.

Reporting Relationship

Reports to the Practice Manager.

Disclaimer

This job description reflects the general duties, responsibilities, knowledge, skills, abilities, and competencies required to perform the essential functions of the position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications associated with the position. Frederick Health reserves the right to modify or assign additional responsibilities as business needs require.

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