Front Office Coordinator

Front Office Coordinator

Job Summary: The Front Office Coordinator greets patients and visitors warmly and with a smile when they enter the practice, answers the telephone, schedules patient appointments, checks patients in, collect payments, and maintains the reception area and refreshment station.

Qualifications:

Education:

o High school diploma or equivalent is required

o Associate’s or bachelor’s degree is preferred

Experience:

o 0-3 years of work experience, preferably in a medical office, retail, or other hospitality industry

o Proven experience with proactive customer service and service recovery

Skills:

o Excellent general computer and typing skills

o Proficiency in Microsoft Office, practice management software, imaging software, and relevant email and internet applications

Personal attributes:

o Optimistic attitude with willingness to be flexible and adapt

o Desire to serve patients and to create a positive experience with every interaction

o Strong attention to detail and superior organizational skills

o Excellent written and oral communication skills

o Ability to handle stressful situations, multitask under pressure, and be highly responsive to patients and team members

o Maintenance of highest degree of professionalism at all times, including a neat, professional appearance

Responsibilities include, but are not limited to:

Daily Operations

· Open and close the office each day, according to protocol

· Answer the telephone in a pleasant and timely manner, by the third ring whenever possible

· Schedule patient appointments and send new patient paperwork/email

· Keep a cancellation list, and call patients as indicated if an earlier appointment becomes available

· Ask all new patients how they heard about the surgeon/practice, and record this information in practice management system

· Discuss basic information about procedures offered in the practice with prospective patients over the phone

· Make reminder phone calls and/or use automated technology to send reminders prior to appointments as directed

· Prepare charts and/or EHR for office appointments

· Keep the patient reception area neat and clean at all times throughout the day, and ensure that refreshments are stocked

· Ensure all faxes are distributed throughout the day

· Sort and deliver mail daily

Check-In, Registration, and Check-Out

· Greet patients and check them in at the front desk

· Provide new patients with appropriate paperwork and assist with completion, if necessary

· Ensure that all paperwork is complete and that all required signatures have been obtained before patient is seen by the surgeon/provider

· Follow practice protocol to notify the clinical staff when patient is ready to be seen

· Inform patients in the reception area if the surgeon/provider is running behind

· Collect and post payments, scheduling deposits, and payments for office procedures

· Schedule follow-up appointments as needed

Additional Duties

· Screen visitors and respond to routine requests for information

· Facilitate any surgeon/provider requests throughout the day

· Maintain patient confidentiality by following the practice’s HIPAA Compliance Plan

· Attend regular HIPAA, OSHA, and anti-harassment training

· Understand the practice's Coding Compliance Plan and maintain the standards

· Attend all staff meetings and other assigned meetings and trainings

· Perform all other tasks and projects assigned by the surgeon or manager

Disclaimer: This list is not exhaustive and may be changed at any time.

Access to PHI (Protected Health Information)

This position has the authority to access all PHI. The nature of this position's access to PHI may require review of computerized schedules, computerized medical records, computerized and paper-based billing and reimbursement data, patient referral forms, lab results, tests, and encounter form data in order to analyze information, resolve a patient's unpaid claim or bill, or address another managerial or administrative issue.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Typical Physical Demands

Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employees must have a normal range of hearing and eyesight to record, prepare, and communicate by telephone, in person, and writing.

Typical Working Conditions

• Normal medical office environment. Work is performed in a reception area and involves frequent contact with patients. Occasional evening or weekend work.

Job Types: Part-time, Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 20 – 40 per week

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights

Experience:

• Plastic surgery: 1 year (Preferred)

Ability to Commute:

• Birmingham, AL 35209 (Required)

Work Location: In person