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Office Assistant | Bryan, TX

Company: Lexitas
Location: Bryan
Posted on: June 6, 2021

Job Description:

SUMMARY:

Lexitas is a legal support company that offers an array of services including court reporting, medical record retrieval, registered agent services and legal talent outsourcing.

Our Bryan, Texas office, part of our Records Retrieval Division, is currently looking for an Office Assistant. This is an important role that ensures that our law firm clients get the medical records they need to resolve their cases by providing support to our Record Support Specialists and making sure the office runs smoothly. The Spirit of Service is our driving force and we are looking for individuals who are also driven by serving clients and delivering excellent service.

ESSENTIAL FUNCTIONS:
  • Check, sort, and distribute mail to team members quickly and efficiently.
  • Scan mail in to each team member by 3pm.
  • Complete Signatures and Special Authorizations, with queue at 0 at the end of each day. Update Special Auth spreadsheet weekly.
  • Respond to emails from team members and complete tasks by 2pm daily, and then clear out inbox by COB.
  • Match and stuff check each day and take all outgoing mail to the post office by 4:30pm.
  • Complete weekly inventory of office and break room supplies by Wednesday of each week.
  • Enter in replenishment checks, deferred payment, and invoice checks each day by 12pm.
  • Shred PHI in paper and CD format after 30 days.
  • Print and mail out new requests for medical records in 4 batches each day: 8am, 10am, 12pm, and 2pm.
  • Notify employees of all failed faxes.
  • Backup copies of checks to the shared drive every day.
  • Fill receptionist duties, including: ensuring the front desk is always manned; answering all incoming calls and transferring the call to the correct
person.
  • Safeguards confidentiality of the medical records and complies with all local, state, and federal laws pertaining to medical records. Compliance
with HIPAA.
  • Any other duties of similar or lesser nature as required.
COMPETENCIES, SKILLS AND ABILITIES:
  • Efficient - Able to produce significant output with minimal wasted effort.
  • Professional - Is respectful of others and, earns trust and maintains confidences by having high integrity and following through on verbal and
written.
  • Organized - Is efficient and orderly with regard to time and project management and is able to maintain focus on company priorities.
  • Persistent Finisher - Demonstrates tenacity and willingness to go the distance to get the job done and able to focus on the tasks at hand.
  • Communicator - Excellent verbal and written communication skills and can communicate effectively across mediums, constituencies, and
environments.
  • Relational - Provide excellent customer service and have the ability to build and sustain a good relationship with providers.
  • Proactive - Acts without being told what to do. Brings new ideas to the company.
  • Exhibits Core Values and our Core Purpose - Play as a Team, Need to Achieve, and Inspire and Be Inspired; Find a Better Way to make a lasting
impact.
  • Adaptable - Needs to be comfortable with change and able to adjust quickly to altering circumstances.
  • Problem-solver - Has outside-of-the-box thinking and constantly strives for better ways to complete tasks at hand.
EDUCATION / EXPERIENCE:
  • High school diploma or equivalent required.

SUPERVISORY RESPONSIBILITIES:
None

LANGUAGE SKILLS:
Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

CERTIFICATES, LICENSES, REGISTRATIONS:
None

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time. This role may also require you to be able to lift 20 - 30 pounds.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS:
None.

OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT:
Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status.

EOE Employer/Vet/Disabled

Keywords: Lexitas, Bryan , Office Assistant | Bryan, TX, Other , Bryan, Texas

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