Patient Service Front Desk Coordinator

This is a fast-paced specialty medical practice. We need someone who understands that answering the phone, returning a patient’s call, scheduling an appointment correctly, and collecting accurate information are not small tasks. They directly affect patient care and the efficiency of the entire practice.

Primary Responsibilities

Patient Communication & Phone Management

• Answer incoming calls promptly and professionally while managing multiple phone lines.
• Return patient voicemails and messages within established office timeframes.
• Follow through on patient requests rather than leaving unresolved issues for another employee.
• Handle frustrated or upset patients calmly, professionally, and confidently.
• Direct clinical questions to the appropriate staff without attempting to provide medical advice.
• Communicate clearly with patients about scheduling, referrals, office policies, and appointment requirements.

Scheduling & Patient Coordination

• Schedule new patients, established patients, follow-up visits, and office procedures according to provider guidelines.
• Understand the importance of maintaining full, productive provider schedules.
• Verify that referrals, medical records, and other required information are available before appointments.
• Contact patients to confirm appointments, fill cancellations, and address scheduling changes.
• Recognize when an issue needs immediate attention and when it can be handled through normal office procedures.
• Coordinate with clinical staff to resolve scheduling concerns without unnecessarily interrupting patient care.

Registration, Insurance & Payments

• Accurately register patients and update demographic and insurance information.
• Verify insurance eligibility and identify referral requirements when applicable.
• Collect copays, outstanding balances, and other patient payments according to office policy.
• Explain basic financial and insurance requirements without guaranteeing coverage or payment.
• Maintain accurate patient records in the electronic health record system.
• Protect patient confidentiality and comply with HIPAA requirements.

Daily Front Office Operations

• Check patients in and out efficiently while maintaining a welcoming and organized reception area.
• Monitor incoming faxes, patient messages, and assigned work queues.
• Complete assigned tasks before the end of the workday whenever possible.
• Communicate effectively with medical assistants, providers, billing, and administrative staff.
• Take responsibility for mistakes, correct them promptly, and learn from them.
• Assist coworkers when needed without neglecting individual responsibilities.

What We Expect

We are not looking for someone who simply sits at the front desk and waits for the next patient.

We need someone who:

• Shows up consistently and on time. Reliability is essential when patients and coworkers depend on you.
• Takes ownership of their work. If you tell a patient you will call them back, you follow through.
• Can manage interruptions. Phones ring, patients arrive, providers need assistance, and priorities change.
• Pays attention to details. Incorrect scheduling, incomplete registration, and missed messages create problems throughout the practice.
• Accepts feedback professionally. We expect employees to learn, adapt, and improve.
• Uses good judgment. Not every situation requires management intervention, but knowing when to ask for help is important.
• Works with urgency without sacrificing accuracy. Being busy is not the same as being productive.
• Treats patients and coworkers respectfully, including during stressful situations.

• Previous medical front office experience preferred, particularly in a specialty practice.
• Familiarity with electronic health records; eClinicalWorks experience is a plus.
• Working knowledge of medical insurance, referrals, copays, and patient registration preferred.
• Strong computer skills and the ability to learn new systems quickly.
• Ability to handle multiple phone lines, competing priorities, and frequent interruptions.
• Clear written and verbal communication skills.
• Dependable attendance and the ability to maintain a consistent work schedule.

We are willing to train the right person who demonstrates initiative, good judgment, strong customer service skills, and a genuine willingness to learn.

The Reality of This Position

Some days are smooth. Other days the phones do not stop ringing, the schedule changes repeatedly, and patients need answers immediately.

This position requires someone who can remain focused, prioritize what matters, and get things done without constant supervision.

We value employees who take pride in doing their jobs well, support the people around them, and understand that every position in our practice contributes to the care our patients receive.

Pay: $19.00 - $21.50 per hour

Expected hours: 36.0 - 40.0 per week, * 401(k) matching

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance