Job Details

Lovelace Family Medicine is a thriving Family Medicine with OB practice dedicated to providing high-quality, compassionate care to our patients in Prosperity, South Carolina. We are seeking a highly organized, detail-oriented, and proactive individual to join our team as a Bookkeeper and Administrative Assistant. This hybrid role is crucial to the smooth operation of our practice, ensuring accurate financial records and contributing to efficient daily administrative functions.

Key Responsibilities:

Bookkeeping, Accounting & Financial Support (Approx. 60-70%):

• Financial Record Management: Maintain accurate and up-to-date financial records, including accounts payable, accounts receivable, and general ledger entries

• Payroll Support: Assist with payroll processing, including data entry, verification of hours, and distribution of paychecks/stubs

• Bank Reconciliation: Perform regular bank reconciliations to ensure accuracy of financial data.

• Expense Tracking & Reporting: Track and categorize practice expenses, prepare expense reports, and assist with budget monitoring.

• Financial Reporting: Generate basic financial reports (e.g., profit and loss statements, balance sheets) for practice management as requested.

• Vendor Management: Process invoices, manage vendor accounts, and ensure timely payments.

• Compliance: Ensure all financial transactions comply with relevant accounting standards and healthcare regulations (e.g., HIPAA for patient privacy).

• Audit Preparation: Assist with gathering documentation and preparing for internal or external audits.

• Tax Prep: Work with CPAs on practice and owner tax preparation, prepare and file 1099 forms annually.

Office Operations & Management  (Approx. 30-40%):

• Office Support: Provide general administrative support to the practice manager and other staff as needed. Actively contribute to fostering positive employee morale within the office.

• Supply Management: Monitor and order office and medical supplies, ensuring adequate stock levels.

• Record Keeping: Assist with organizing and maintaining physical and electronic office files, including patient and administrative documents, in compliance with HIPAA.

• Communication: Handle relevant incoming and outgoing mail, faxes, and general correspondence.

• Scheduling Support: Assist with scheduling administrative appointments, meetings, and coordinating practice events as needed. Updating Owners calendars as needed.

• Patient Interaction (Limited): Occasionally assist with answering phones, greeting patients, or directing inquiries during peak times or staff absences.

• Special Projects: Undertake special administrative projects as assigned by the practice manager.

• Manage on-call phone forwarding system.

• Schedule and coordinate general maintenance for the office including regular fire extinguisher checks/records, elevator licensing and inspection/compliance

• Manage and Coordinate medical student schedules (generally 6-12 students annually)

Insurance & Licensing:

• Assist with tracking and coordinating insurance renewals including malpractice, regulatory defender, workers' compensation, umbrella, owners' disability, and owners' life insurance.

• Assist with the renewal processes for provider licenses for physicians and nurse practitioners as needed

Qualifications:

• Proven experience in an administrative role with significant accounting responsibilities.

• Strong understanding of basic accounting principles (accounts payable, bank reconciliation, general journal entries).

• Experience with QuickBooks or similar accounting software is a plus.

• Exceptional organizational skills and attention to detail.

• Ability to prioritize tasks and manage time effectively in a busy environment.

• Excellent written and verbal communication skills.

• Proactive, self-motivated, and able to work independently with minimal supervision.

• Discretion and ability to handle confidential information.

• High school diploma or equivalent; Associate's or Bachelor's degree in Business Administration, Accounting, or a related field preferred.