Front Office Coordinator

JOB DESCRIPTION 

Summary: 

The Front Desk Receptionist strives to aid the practice in achieving quality patient care and takes primary responsibility for welcoming patients and performing various administrative duties centered around patient care and appointments. The receptionist gives a vital first impression of the practice to patients and outside parties who contact us. 

Essential Functions: 

• Greets all patients, vendors, and employees professionally and courteously.  

• Assisting patients by giving one-on-one guidance on how to use the Clear Wave Kiosk. 

• Collect and record designated co-pays, co-insurance, deductibles, and account balances upon patient checkout, issuing appropriate receipts when receiving payments. 

• Responsible for maintaining, verifying, and updating accurate patient information such as insurance information, patient demographics, and any other pertinent information in the company’s EHR system.   

• Accountable for all incoming phone calls in a prompt and professional manner.  

• Responsible for ensuring the accuracy and balancing of end-of-day patient payments.  

• Responsible for patient management including, patient appointments, referrals, medical records requests, appointment reminders, and patient file management.  

• Maintain a clean, organized, and welcoming reception area. 

Primary Duties: 

• Schedule and reschedule patient appointments in a timely and accurate manner per established provider protocols. 

• Enter and maintain pertinent patient demographics and insurance information on new and returning patients in the EMR. 

• Coordinate and accurately complete the referral tracking log to ensure the timeliness of the referral process. 

• Handle all communications such as 

• Answering and monitoring the voicemail by triaging patient calls and forwarding them to the proper person when the call is outside the scope of the employee’s duties. Ensuring the division’s inbox is promptly being monitored and distributed.  

• Respond to medical records requests for patients and providers while properly applying HIPPA standards. 

• Create appointment reminders. 

• Receive and distribute all incoming mail, faxes, and special deliveries. 

• Maintain the accuracy of outgoing mail. 

• Assist patients with the entire check-in and check-out process ensuring their visit meets company standards and expectations.  

Knowledge, Skills, and Abilities: 

• Strong knowledge of EHR and Microsoft software. 

• Knowledge of medical terminology. 

• Excellent communication and interpersonal skills. 

• Excellent problem-solving skills.  

• Ability to speak to patients confidentially and compassionately.  

• Ability to de-escalate unwanted situations.  

Work Environment 

• May require occasional travel or overtime. 

• Work is performed in a professional healthcare setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.  

• Possible exposure to communicable diseases, blood-borne pathogens, and toxic substances in the work environment. 

Physical Demands 

• Ability to lift and move medical equipment and supplies up to 25 pounds. 

• Extended periods of standing and walking. 

• Manual ability for handling and working with office equipment.  

• Ability to assist and communicate with patients. 

Education 

• Education: High School Diploma or GED required 

• Preferred Education: Additional Healthcare Administration education/certification. 

Experience 

• Experience: 2 years of experience in a healthcare or clinical office setting. 

• Preferred experience: Previous experience in an OB/GYN office setting.  

• Must be fluent in Spanish.  

• Must have understanding of medical terminology. 

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