Front Desk Representative

Position Overview

We are seeking a customer-focused Medical Front Office Coordinator to serve as the first point of contact for patients while providing exceptional front office support in a busy healthcare practice. This role is responsible for patient check-in and check-out, appointment scheduling, insurance verification, medical record management, and delivering outstanding customer service to ensure a positive patient experience.

The ideal candidate is organized, detail-oriented, and thrives in a fast-paced medical office environment.

Key Responsibilities

Patient Check-In

• Greet patients and visitors in a professional and welcoming manner.
• Register and check in patients for scheduled appointments.
• Verify and update patient demographics, insurance information, and authorizations.
• Verify medical insurance eligibility and benefits.
• Contact insurance companies and primary care physicians to obtain referrals and prior authorizations.
• Coordinate with patients regarding insurance coverage and benefit information.
• Collect co-payments, balances, and self-pay payments at the time of service.
• Obtain and enter new provider information into the electronic medical record (EMR).
• Accurately enter and maintain patient information within the EMR system.
• Scan and upload patient documentation into electronic medical records.
• Complete end-of-day front desk closing procedures.
• Assist with training new front office staff.
• Answer incoming phone calls, respond to patient inquiries, and route calls appropriately.

Patient Check-Out

• Check patients out following appointments.
• Schedule follow-up appointments according to office protocols.
• Maintain provider schedules and appointment calendars.
• Post patient charges and maintain accurate payment records.
• Fax clinical notes to referring physicians and primary care providers.
• Collect outstanding patient balances and co-payments.
• Scan supporting documentation into patient charts.

Administrative Support

• Serve as the primary point of contact for patients and visitors.
• Answer telephones and provide exceptional customer service.
• Optimize provider schedules through efficient appointment management.
• Communicate scheduling updates and changes to providers and office leadership.
• Verify insurance information and obtain required referrals and authorizations.
• Maintain office inventory and order supplies as needed.
• Ensure patient records remain accurate and up to date.

Qualifications

Required

• High school diploma or equivalent.
• 1–2 years of customer service experience, preferably in a healthcare or medical office setting.
• Experience working in a fast-paced environment while managing multiple priorities.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Strong interpersonal and patient service skills.
• Ability to professionally resolve patient concerns and complaints.
• Experience using Electronic Medical Records (EMR/EHR) systems.
• Proficiency with Microsoft Outlook and other basic Microsoft Office applications.

Preferred

• Previous medical front office or patient registration experience.
• Experience with insurance verification, referrals, and prior authorizations.
• Experience collecting patient payments and processing co-pays.
• Bilingual English/Spanish (if required).

Key Skills

• Patient Registration
• Patient Check-In / Check-Out
• Appointment Scheduling
• Insurance Verification
• Prior Authorizations
• Referral Coordination
• Electronic Medical Records (EMR/EHR)
• Medical Office Administration
• Medical Reception
• Customer Service
• Medical Billing Support
• Payment Collection
• Microsoft Outlook
• Telephone Etiquette
• Medical Records Management
• Front Desk Operations
• Multitasking
• Communication
• Attention to Detail