Front Office Coordinator - Medical

Responsibilities

• Greet patients, visitors, and vendors, ascertain the purpose for their visit, and direct them accordingly.
• Obtain necessary patient information (demographic, insurances, and financial) to initiate, confirm, or schedule appointments, tests, surgeries, or medical consultations using the scheduling templates.
• Receive and direct telephone calls, messages, or documents to appropriate staff.
• Screen patients for demographic and insurance updates such as changes in primary phone number, home address, or insurances.
• Maintain patient records, process necessary paperwork, and verify insurances.
• Obtain signed registration sheets, permissions to file claims, releases, etc.
• Obtain authorization from the patient's insurance and work closely with the billing department to verify the accuracy of all necessary information needed for billing purposes.
• Collect and accurately process patient payments such as copay, coinsurance, deposits, and any other personal payments.
• Inform patients of existing balances noted in the billing system for collection.
• Manage appointments by bumping, canceling, and handling no-shows according to the established process.
• Handle inquiries about insurance accepted, office hours, services, locations, exam fees, doctor information, etc.
• Maintain a professional reference book on insurance companies and coverages.
• Exercise problem-solving and conflict resolution skills when handling patient complaints; refer patient complaints to the appropriate manager as needed.
• Perform various administrative duties such as preparing correspondence, accurately entering data into patient medical records, and maintaining an inventory of supplies.
• Maintain the waiting room area and ensure it is clean and free of debris.
• Provide exceptional customer service in all interactions.
• Follow applicable policies and procedures and take precautions to establish a safe work environment.
• Maintain strict patient protocols in accordance with practice policies and HIPAA requirements.
• Maintain a high level of professionalism with patients and work to establish a positive rapport.
• Perform other duties as assigned and may work overtime as necessary.

Requirements

• High school diploma or equivalent required.
• 1-3 years of related customer service and/or medical receptionist experience.
• Insurance, ophthalmology, or medical office knowledge preferred; HMO insurance experience a plus.
• Ability to read, write, and communicate in English; bilingual in Spanish a plus.
• Knowledge of PM/EHR software required; Compulink preferred.
• Working knowledge of Microsoft Suite required.
• Knowledge of medical terminology preferred.
• Work is performed in an office setting at a desk and computer; must be able to sit.

About the Role

As a Front Desk Representative, you are the first point of contact for patients, vendors, and visitors, playing a crucial role in the smooth operation of a busy ophthalmic practice. You will provide front office support including greeting patients, performing patient check-in/out processes, ensuring patients are appropriately registered, collecting exam fees, and verifying insurance information is accurate.