Front Desk Coordinator

Front Desk Coordinator

JOB DESCRIPTION OVERVIEW

JOB ROLE AND PURPOSE

As the Front Desk Receptionist for our clinic(s), you will be the first point of contact for patients, providing a warm welcome and assisting with basic administrative tasks. You will help with patient check-in, answering phone calls, scheduling appointments, and ensuring the reception area is clean and organized.

ABOUT ENT SPECIALTY PARTNERS

Our organization, ENT Specialty Partners (ESP), provides unparalleled strategic, financial, and operational support to our partnering clinical groups of otolaryngologists, collaborating closely with physicians, physical therapists, local practice managers and our appreciated staff members to achieve superior outcomes in today's medical landscape. Join our dynamic team where we prioritize people, foster innovation, and pursue excellence. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greet and check in patients that enter the office.
• Responsible for patient check in and check out related tasks. 
• Answer multi-phone lines
• Work multiple scheduling system and multiple schedules. 
• Check reports daily for cancelled or rescheduled requests. 
• Coordinate and schedule appointments for patients in person and on the phone.
• Reschedule appointments when changes occur in the schedule. 
• Treat patients in a friendly, respectful, professional manner. 
• Responsible for the timeliness of the patient flow and the accuracy of the information received from the patient. 
• Have each patient sign in at the front desk for their appointment. 
• Have follow-up patients complete, and update patient demographic form as needed.
• Verify each patient’s ID by comparing insurance card(s) against a government issued photo ID. 
• Assist patients with insurance papers and billing questions. 
• Have all new patients complete and sign all office forms and enter the demographic information into the computer.
• Have follow-up patients complete, and update patient demographic form as needed or every 3 years. 
• Calculate & collect copayments, coinsurance, deductible and balances due on accounts by utilizing insurance fee schedules. 
• Enter payments collected on patient accounts. 
• Review appointment schedule for errors and make any corrections on schedule. 
• Search for all new patients by date of birth to verify new patient status to avoid duplicate accounts. 
• Be attentive to the conditions and situations of those in the reception area to ensure their safety and wellbeing. 
• Maintain a neat waiting room for patients. 
• Maintain a neat and orderly reception area. 
• Maintain clean and sanitized waiting room, pens, and clipboards.
• Receives fax referrals from physician and other sources.
• Contacts patients to schedule appointments.
• Explain to the patient which pieces of information they are to bring, provides a range of potential charges for the visit and the patient’s financial obligation, provides patients several scheduling options, follows scheduling guidelines.
• Assist ill or distraught patients as necessary.

KNOWLEDGE AND SKILLS

• Work requires excellent communication skills.
• Active listening skills and ability to adapt to change.
• Effective time management skills.
• Excellent organizational skills and attention to detail.
• Proficient in using office software (e.g., MS Office, MS Teams, office equipment).

ABILITIES AND PHYSICAL REQUIREMENTS

• Work requires movement throughout the office, as well as sitting for periods of time.
• Position requires manual dexterity sufficient to operate a keyboard, operate a computer, telephone etc.
• It is necessary to view and type on computer screens for long periods and to work with high concentration.
• Ability to work at a desk or office setting for extended periods of time.
• Ability to self-manage and work independently.
• Ability to troubleshoot problems independently.
• Ability to handle multiple tasks simultaneously.
• Ability to adapt to changing priorities and work well under pressure.
• Ability to maintain a professional appearance and demeanor.

WORK ENVIRONMENT

• Clinical office setting
• In Person

Qualifications

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KNOWLEDGE AND SKILLS

• Work requires excellent communication skills.
• Active listening skills and ability to adapt to change.
• Effective time management skills.
• Excellent organizational skills and attention to detail.
• Proficient in using office software (e.g., MS Office, MS Teams, office equipment).

ABILITIES AND PHYSICAL REQUIREMENTS

• Work requires movement throughout the office, as well as sitting for periods of time.
• Position requires manual dexterity sufficient to operate a keyboard, operate a computer, telephone etc.
• It is necessary to view and type on computer screens for long periods and to work with high concentration.
• Ability to work at a desk or office setting for extended periods of time.
• Ability to self-manage and work independently.
• Ability to troubleshoot problems independently.
• Ability to handle multiple tasks simultaneously.
• Ability to adapt to changing priorities and work well under pressure.
• Ability to maintain a professional appearance and demeanor.

WORK ENVIRONMENT

• Clinical office setting
• In Person