Temporary Patient Services Coordinator/Front Desk

Join the IVIRMA North America network and become the welcoming face of RMA Basking Ridge in NJ’s growing fertility practice. This is a temporary full-time opportunity, Monday through Friday from 5:30am-1:30pm with rotating weekends and holidays.

About the role

The Front Desk/Patient Services Coordinator serves as the first point of contact for patients and visitors, providing a welcoming and supportive environment while ensuring efficient clinic operations. This role is responsible for managing patient check-in, verifying documentation, coordinating communication, and supporting the care team to deliver high-quality reproductive health services. The ideal candidate is compassionate, detail-oriented, and thrives in a fast-paced, patient-centered environment.

Responsibilities

• Greet all incoming patients and visitors with professionalism and empathy.
• Update patient files and guide patients through their visit according to provider appointment templates.
• Anticipate patient needs and anxieties, providing reassurance and clear communication.
• Assess scheduling conflicts and recommend solutions to optimize patient flow.
• Collect patient payments and copays as required.
• Collaborate with the Finance team to ensure accurate and up-to-date insurance information.
• Verify patient demographic and insurance details for accuracy.
• Send, receive, and scan medical records using fax, electronic communication, and Carelink portal.
• Respond to patient emails and portal messages, escalating to appropriate teams when necessary.
• Send patient balances, statements, and respond to scheduling and general inquiries.
• Answer phones and return voicemails in a timely manner in accordance with office policies.
• Perform daily appointment confirmation calls.
• Maintain patient handouts and supplies including but not limited to education/informational materials, semen analysis kits, graduation bags, coffee bar supplies, and report office supply needs to supervisor.
• Support Clinical Operations Specialist and New Patient Service Coordinator when necessary.
• Review provider assignments to ensure accurate scheduling.
• Maintain patient waitlists and track ovulation induction appointments.
• Ensure timely IVF follow-up scheduling to maximize provider utilization.
• Send patient satisfaction surveys to support quality improvement efforts.
• Resolve patient concerns using de-escalation techniques and positive reassurance.
• Collaborate with clinic leadership to address and resolve discrepancies when appropriate.
• Participate in the education and training of new front desk staff members.
• Mentor peers and promote a collaborative and productive environment both intra-departmentally as well as inter-departmentally.

Requirements

• High School Diploma or GED required.
• Minimum of two (2) years of clerical or administrative experience is required.
• Experience in the medical field preferred.
• Associate’s degree: Or one (1) year of experience preferred.
• Bachelor’s degree: no experience required.

Skills

• Customer Focus: Prioritizes patient needs and resolves issues effectively.
• Technical Expertise: Proficient in Microsoft Office and scheduling systems.
• Coachability: Open to feedback and committed to continuous improvement.
• Accountability: Meets performance expectations and supports team goals.
• Fiscal Responsibility: Understands insurance processes and budget impact.
• Coaching & Training: Supports staff onboarding and participates in staff meetings and training.
• Conflict Resolution: Navigates interpersonal challenges with professionalism.
• Problem Solving: Applies logic and intuition to resolve operational issues.

Schedule

• Monday through Friday from 5:30am-1:30pm with rotating weekends and holidays.
• This position is slated to last until the end of November.

Benefits

IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week. (This may not be offered for temporary employment)

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement