Practice Coordinator

Scheduling Requirements

• The Practice Coordinator role will provide coverage across both the STL and Swansea locations.
• The anticipated schedule will be approximately 6:30 AM–3:00 PM or 7:30 AM–4:00 PM, with a greater need for the earlier schedule (6:30 AM–3:00 PM) at the Swansea location.

Responsibilities

• Front Desk
• Greet patients with a warm and friendly welcome
• Check patients in and out through our EMR calendar
• Ensure all patients have an intake form & insurance information on file prior to the appointment starting
• Serve complimentary beverages to our guests & hang belongings in the closet
• Maintain clinic reception and lobby cleanliness
• Restock retail displays and maintain display cleanliness
• Merchandising and inventory projects as assigned
• Scheduling & Billing
• Oversee clinic schedule and calendar
• -- assist with booking and rescheduling patients
• Troubleshoot any scheduling issues and make changes to the patient portal when needed
• Elevate scheduling concerns to the clinical team when necessary
• Handle all customer billing & insurance questions, including, but not limited to accepting payments, triaging refund requests, and providing balance and statement information
• Maintain the highest degree of ethics when handling patient payments and bill processing
• General Administrative Duties
• Manage inbound customer communication (phone, email & chat)
• Ensure all messages are answered in a timely fashion
• Manage clinic supply inventory and communicate needs to HQ
• Maintain clear communication with HQ about overall shop operations
• Manage event preparation & set up on an as-needed basis
• Sell packages, products, and memberships

Who You Are

• 2+ years of administrative or receptionist experience in a fast-paced, customer-focused medical office
• A passion for women’s health, fertility is a plus
• Strong communication skills & a team player
• Willingness to be flexible, roll with the punches, multitask, and troubleshoot problems
• Detail-oriented with strong organizational skills
• Exemplifies amazing customer service skills and professionalism

Nice to Have

• Experience in handling medical and insurance billing
• Desire to be actively involved in events
• Experience in front desk sales