Front Desk Associate

Community Eye Care Specialists serves the Northern PA and Southern NY areas with offices in Warren, Dunkirk, Olean, Seneca, and Jamestown. Our mission is to provide exceptional, family-like care to help people see.

About the role

The Front Desk Associate serves as the first point of contact for patients and visitors, creating a welcoming environment and ensuring smooth operations in our medical facilities.

Responsibilities

• Greet patients warmly and verify appointment details
• Collect necessary documentation including ID, insurance cards, and referral forms
• Book, confirm, and reschedule appointments
• Verify insurance eligibility and benefit coverage for in-office visits, procedures, and tests
• Collect co-payments and outstanding balances; calculate and communicate patient financial responsibility; document in practice management system
• Explain billing procedures
• Enter and verify accurate data in the practice management system
• Complete chart prep prior to clinic as needed (print routers, face sheets, etc.)
• Complete medical records requests from patients
• Monitor and complete tasks related to appointment rescheduling queue and recall/reminder processes
• Answer phones and respond to inquiries; relay messages between patients and clinical staff
• Maintain protected health information in accordance with HIPAA/PHI guidelines
• Handle paperwork such as consent forms and HIPAA compliance materials
• Interact with internal and external customers in a caring and respectful manner
• Accept deliveries of packages, mail, and supplies from vendors
• Maintain a clean, organized, and welcoming reception area
• Provide clear information about services, wait times, and policies
• Address patient concerns professionally and respectfully
• Photocopy and fax records and forms according to established policies
• Maintain patient confidentiality
• Participate in orientation and training of new administrative personnel as requested
• Contribute to team efforts by completing additional tasks/projects as directed
• Attend daily huddles and regularly scheduled team meetings

Requirements

• High School Diploma or equivalent years of related experience
• Minimum of 1 year of medical office experience strongly preferred
• Strong reliability with good attendance and punctuality
• Nextech/ICP experience strongly preferred

Skills

• Strong interpersonal and communication skills
• Attention to detail for accurate data entry and insurance verification; strong organizational skills
• Basic understanding of healthcare insurance payors and programs
• Ability to multitask in a fast-paced environment
• Familiarity with healthcare regulations (HIPAA, privacy laws)
• Basic math and cash handling
• Excellent customer service skills
• Understanding of medical terminology (preferred)

Pay

$18.30–$18.50 per hour, commensurate with experience.

Benefits

• Medical, Dental, Vision
• 401k with match
• HSA/ FSA
• Telemedicine
• Generous PTO package
• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D Insurance
• Short Term Disability Insurance
• Long Term Disability Insurance
• Free eye care services