Bilingual Office Assistant

The office assistant will work along side the personal injury department and perform the daily departmental operations including: processing new PI cases, keeping PI cases up to date, communicating with office team members and general clerical duties (faxing, emailing etc.).

Essential Functions and Responsibilities


  • Process and enter all new PI cases according to department protocols and procedures.
  • Receive and review all records based on information received from other departments.
  • Learn to utilize the various EHRs effectively and efficiently and department software.
  • Review and prepare patient files to be sent via email, fax, or mail in a timely manner.
  • Keep detailed logs that are accurate and used on a daily basis.
  • Schedule new patient referrals, follow up visits, and procedures.
  • Obtain authorization to coordinate the recommended treatment.
  • Maintain and monitor phone calls and messages.
  • Monitor compliance regarding HIPPA rules and laws.
  • Liaison between the physician, and patients regarding their treatment.
  • Confirm all personal injury appointments for the following day.
  • Coordination of medical referrals to other providers in the appropriate area
  • Notify management of any strange scenarios, possible compliance concerns or recurring issues.
  • Ensure files are up to date by entering patient demographic and claim information.
  • Promptly communicate with Physicians and offices to complete paperwork that is missing information (ex: missing signatures).
  • Maintain a positive and professional work environment.
  • Available to meet with manager/s monthly to discuss any issues and report on performance.


  • Exceptional organizational skills
  • Strong attention to detail
  • Ability to critically think and process information
  • Proficiency in computer programs, including Microsoft Office, Adobe Acrobat Pro, and Google Drive.
  • Basic office equipment knowledge
  • Ability to quickly adapt to modifications in processes and procedures
  • Ability to concisely communicate information in a timely fashion
  • Self-starter a must
  • Ability to take initiative when necessary
  • Ability to maintain quality of work in high pressure/high volume situation
  • Bi-lingual in Spanish a must.
  • Knowledge of basic legal terminology as related to Personal Injury
  • General knowledge of medical terminology related to Pain Management
  • Experience with EMR/EHR systems
  • Education/Training/Experience:
  • High school diploma/GED required
  • 1+ years handling medical records in/for a licensed medical facility
  • Training in HIPAA compliance.


  • 8 hour shift; 7:30-4:30
  • Monday to Friday


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Paid holidays
  • Paid training
  • Retirement plan
  • Vision insurance
  • Work cell phone

Pay: $17-20/hr; start immediately



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