Arabic speaking Receptionist/Administrative Executive

About the Company

Responsibilities

• ● A receptionist or administrative assistant at a hearing aid clinic (audiology practice) plays a critical role as the first point of contact and the backbone of daily operations. Because patients are often older adults or individuals with hearing loss, communication, patience, and clear organization are essential.
• ● Here is a comprehensive breakdown of the scope of work:
• ● Patient Experience & Front Desk Operations
• ● Welcoming patients warmth and empathy, ensuring they feel comfortable and understood.
• ● Speaking clearly, facing patients directly, and writing down key information when needed to accommodate hearing difficulties.
• ● Keeping the front reception tidy, presentable, and accessible for mobility devices.
• ● Scheduling & Appointment Management
• ● Scheduling new patient evaluations, hearing aid fittings, follow-up adjustments, clean-and-checks, and emergency repairs.
• ● Balancing daily appointments to ensure audiologists/hearing instrument specialists have enough time per patient without major delays.
• ● Sending confirmation calls, texts, or emails to minimize no-shows.
• ● Administrative & Medical Records (EHR)
• ● Collecting and updating personal details, medical histories, insurance information, and intake forms.
• ● Entering patient notes, audiograms, warranty details, and device information accurately into specialized clinic software (e.g., CounselEAR, Synergus, Noah, Blueprint OMS).
• ● Scanning physician referrals, medical clearance letters, and consent forms.
• ● Insurance & Billing Support
• ● Verifying patient hearing benefits, coverage limits, pre-authorization requirements, and managed care plans (e.g., TruHearing, UnitedHealthcare Hearing).
• ● Processing copays, device purchase payments, financing applications (e.g., CareCredit), and balance payments.
• ● Issuing detailed receipts and purchase agreements (itemizing device costs, warranties, and services).
• ● Basic Technical & Hearing Aid Maintenance Support
• ● Handling basic walk-in requests (e.g., replacing batteries, changing wax guards/filters, changing domes).