Tracking Code: 204156

Practice Office Assistant

Location: WellSpan Philhaven, Lancaster, PA
Schedule: Full Time

Full-time, Days

40 hrs/wk


General Summary

Performs a variety of clerical office duties related to telephone management, receiving patients, insurance/billing, electronic record management, scheduling and administrative support as necessary. Ensures that the patient visit is a well-coordinated and friendly experience.

Duties and Responsibilities

Essential Functions:

  • Answers telephones, routes callers, takes messages and provides routine information to callers.
  • Greets and registers patients in accordance with established policies and procedures.
  • Schedules patient appointments within established parameters.
  • Performs various duties for effective check-in and check-out of patients.
  • Prepares schedules and encounter forms for daily visits.
  • Handles walk in patients in the appropriate manner.
  • Ensures that Race, Ethnicity and Language is documented as appropriate.
  • Processes patient charge and collects copays and deductibles.
  • Performs various tasks related to end of day batch control, cash drawer etc.
  • Enters and/or retrieves data from established computer files.
  • Schedules appointments for patients with other provider offices and/or facilities including correct processing of necessary referral forms, pre-authorization forms, test instructions, patient benefit verification and transfer of patient information.
  • Processes requests for patient information according to policies and procedures, including record copy service and form tracking.
  • Researches billing questions and problems for patients with centralized billing service.
  • Types various notes, letters, memos and reports, as needed. Proofs materials for errors.
  • Complies with all HIPAA rules and regulations.
  • Processes mail including scanning and tasking if applicable.

Common Expectations:

  • Maintains established policies and procedures, objectives, quality assessment and safety standards.
  • Complies with missed appointment policy (Admin 104).
  • Supports Quality initiatives as determined by individual clinic site.
  • Completes required education and competencies in a timely manner.
  • Processes mail including scanning and tasking if applicable.
  • Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.
  • Establishes and maintains files and records on an ongoing basis.


Minimum Education:

  • Certificate Program Professional Medical, Administrative or Business School Required or
  • High School Diploma or GED With 12 or more months of customer service experience Required

Work Experience:

  • Less than 1 year Relevant experience Required

Courses and Training:

  • Medical terminology within 180 days Preferred

Knowledge, Skills, and Abilities:

  • Excellent interpersonal/communications skills.
  • Knowledge of medical/mental health office operations to include reception, billing and insurance and general office skills.
  • Computer skills to include typing.

You’re unique and you belong here.

At WellSpan Health, we are committed to treating all applicants fairly and equitably, regardless of their job classification. If you require assistance or accommodation due to a disability, please reach out to us via email at We will evaluate requests for accommodation on a case-by-case basis. Please note that we will only respond to inquiries related to reasonable accommodation from this email address. Rest assured, all requests for assistance or accommodation are handled confidentially, allowing applicants to share their needs openly and honestly with us.

Michelle Dermes
Michelle Dermes
Sr. Talent Acquisition Consultant

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Employment Benefits

  • Sign-on incentives for new employees
  • Medical, dental and vision insurance
  • Life and accidental death insurance
  • Supplemental life insurance
  • Retirement savings plan
  • Paid time off (PTO)
  • PTO bridging
  • Short-term disability
  • Educational assistance
  • Forgivable loan
  • Flexible spending
  • Credit union
  • Employee recreational activities
  • Childcare
  • Complimentary medicine discounts
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Welcome. Respect. Value.

Diversity, Equity & Inclusion at WellSpan

WellSpan Health recognizes and honors the diversity of our team members, patients and neighbors, and we embrace all the human characteristics that make us similar and unique. We strive to make every person feel welcomed, respected and valued by creating a safe and inclusive environment to which we all feel a sense of belonging. We are equally committed to ensuring all team members have the opportunity to excel and are positioned for success through equitable policies, practices and resources.

WellSpan Health is an Equal Opportunity Employer. It is the policy and intention of the System to maintain consistent and equal treatment toward applicants and employees of all job classifications without regard to age, sex, race, color, religion, sexual orientation, gender identity, transgender status, national origin, ancestry, veteran status, disability or any other legally protected characteristic. WellSpan Health does, however, have a tobacco-free/nicotine-free hiring policy.

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Quality of Life

Lancaster City was the capital of Pennsylvania from 1799 to 1812. Today, Lancaster County includes a vibrant downtown business district, desirable suburban neighborhoods and sprawling agricultural farms. Life in Lancaster County offers affordable housing, options for higher education, a thriving arts and cultural community, historical attractions, parks and recreational resources, an independent professional baseball team, fine dining and more. When visiting Lancaster, one can't help but recognizing the influence of the Pennsylvania Dutch — farm-to-table and beyond.

Conveniently located in South Central Pennsylvania, Lancaster is within an easy commute to major cities and has ready access to public transportation. Residents can find local employment in healthcare, tourism, public administration, manufacturing and both professional and semiprofessional services. (Patient population: 535,000)

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