{"id":1558765,"url":"https://alion.io/job/distro-front-office-assistant-temp","title":"Front Office Assistant - Temp","company":{"id":106818,"name":"Distro","domain":"distro.agency","url":"https://alion.io/company/distro","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"B","score":83,"open_postings":15,"ghost_share":0,"stale_share":0.867,"repost_share":0,"time_to_fill_p50_days":14,"computed_at":"2026-10-10T05:45:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Sun Prairie, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":24,"max":27,"currency":"USD","period":"hour","gross":null,"usd_annual":54000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"HIPAA","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"closed","first_seen_at":"2026-09-30T16:47:01Z","employer_posted_date":"2026-09-30","last_verified_at":"2026-10-07T15:25:40Z","board_verified":false,"closed_at":"2026-10-07T15:25:40Z","days_open":6,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":6},"description":"Position Summary\nThe Front Office Assistant is a Temporary position responsible for providing exceptional customer service to clients while delivering administrative support to clinical, administrative, and management staff. This position serves as the first point of contact for clients and visitors and plays a key role in maintaining efficient front office operations, accurate client records, and compliance with clinic policies and procedures.\nSchedule: Monday - Thursday\nEssential Duties and Responsibilities\nClient Reception & Customer Service\nGreet and check in clients, complete registration procedures, and provide exceptional customer service to clients and visitors.\nAnswer and direct incoming telephone calls, monitor and respond to voicemail, email, and electronic messages, and take accurate messages when necessary.\nProvide clinic information regarding hours, location and clinic services to the callers and visitors.\nHandle client concerns through appropriate channels of resolution.\nMaintain a clean, organized, and welcoming reception, waiting, and office areas.\nScheduling & Appointment Coordination\nSchedule client appointments and coordinate scheduling in accordance with clinic procedures.\nSchedule follow-up appointments and verify upcoming appointments according to clinic scheduling procedures.\nCoordinate client scheduling with therapists to support treatment plan recommendations and maintain continuity of care.\nReview, prepare, and send missed appointment correspondence according to clinic policy.\nClient Accounts & Billing Support\nVerify and update client demographic, insurance, and financial information at each visit to ensure accurate records and billing.\nCollect copayments, outstanding balances, and other patient payments while accurately documenting transactions and issuing receipts.\nMedical Records & Documentation\nScan client documents, maintain client charts in accordance with agency filing and storage procedures, and ensure confidential documents are shredded in a timely manner following records retention and disposal policies.\nSupport clinical staff in maintaining accurate medical records and ensuring documentation complies with clinic policies and applicable regulations.\nSupport the completion of required intake paperwork, annual forms, releases, and other client documentation by distributing forms, monitoring completion status, following up with clients as needed, and uploading completed documents to the electronic health record.\nCoordinate and track incoming medical records requests, ensuring all required documentation is obtained and requests are completed in a timely manner while maintaining confidentiality.\nMaintain confidentiality in accordance with HIPAA, DHS 92, and clinic policies.\nAdministrative Support\nMaintain standard operating procedures for the front desk\nMaintain accurate patient lists.\nType letters, interoffice memoranda, labels, and other correspondence.\nOpen, sort, distribute, and file incoming mail, documents, and clinic records.\nDistribute memos, correspondence, and routine reports.\nProvide administrative support to therapists, including completion of assigned office and documentation-related tasks.\nSupport the management team in-house projects.\nSupport interdepartmental communication by working with other departments within the clinic on workflow and problem solving.\nMaintain operations by following clinic policies and procedures and reporting needed changes.\nParticipate in staff meetings, training, and quality improvement initiatives.\nClinic Operations\nPerform routine light housekeeping and office maintenance tasks to maintain a professional clinic environment.\nAssist clinical staff during crisis situations by following established clinic safety procedures, communicating with appropriate personnel, and providing administrative support as directed.\nOperate Microsoft Office applications and other software required to perform job duties.\nPerform other duties as assigned to support clinic operations and organizational needs.\nKnowledge, Skills, and Abilities\nDemonstrate flexibility and adaptability by assisting with special projects and operational changes.\nFoster a warm and welcoming environment by building meaningful connections with clients and staff.\nDemonstrate strong critical thinking and problem-solving skills.\nCommunicate professionally and effectively with clients, coworkers, clinical staff and management.\nAbility to retain, recall, and accurately apply detailed information in a fast-paced environment.\nActively seek clarification, additional training, and guidance when needed.\nWillingness to work a flexible schedule based on clinic needs.\nDemonstrate strong organizational, proofreading, written communication, and attention-to-detail skills.\nQualifications\nProficient in Microsoft Office applications (Word, Excel, Outlook) and able to quickly learn electronic health record (EHR) systems and other software.\nExcellent customer service, telephone etiquette, multitasking, organization, and time management skills.\nSensitivity to the needs of persons with disabilities.\nExperience in a behavioral health or medical office setting is preferred but not required.\nAbility and willingness to work cooperatively with others.\nDemonstrates professionalism and maintains strict confidentiality in accordance with HIPAA and clinic policies.\nPhysical Requirements\nAbility to sit, stand, walk, bend, and reach throughout the workday.\nAbility to lift and carry office supplies and materials weighing up to 30 pounds.\nAbility to operate standard office equipment, including computers, telephones, printers, and scanners.","description_format":"text","description_chars":5635,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Flexible schedule"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-01T03:14:33Z"},{"event":"close","at":"2026-10-07T15:25:40Z"}],"visa":[],"liveness":null,"pay":{"stated_usd_annual":54000,"is_top_pay":false},"html_url":"https://alion.io/job/distro-front-office-assistant-temp","json_url":"https://alion.io/job/distro-front-office-assistant-temp.json","meta":{"generated_at":"2026-10-11T05:06:06Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per 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