Front Desk Coordinator

Front Desk Coordinator

The Front Desk Coordinator will ensure the smooth operation of the office by handling various administrative tasks. The Front Desk Coordinator ensures efficient, welcoming, and consistent service to patients and visitors. This role involves rescheduling appointments, maintaining records and accounts, handling inquiries, and completing client-facing billing tasks. It also requires maintenance of the office space in which the Front Desk Coordinator works.

Duties & Responsibilities:

• Exemplifies all SOTH mission, vision, and values in all aspects of work.
• Serve as the primary point of contact at the front desk when the Front Desk Manager is not present.
• Answer incoming phone calls, address inquiries, and direct calls as necessary.
• Check in clients for their appointments, ensuring all necessary documentation is completed; call families if client is running late.
• Comforts patients by anticipating patients' anxieties, answering patients' questions, and maintaining the reception area.
• Protects patients' rights by maintaining confidentiality of medical, personal, and financial information.
• Optimizes patients' satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone, focusing on reschedules and supporting as appropriate to assist Front Desk Coordinators. Office Coordinator specific tasks include:
• Managing patients on flex schedule
• Maximizing the number of reschedules from cancel from the week before
• Process payments by running credit cards and posting payments to client accounts.
• Maintain client records, ensuring accurate and up-to-date information when provided directly by clients.
• Complete daily, weekly, and monthly tasks to maintain a well-organized and clean office environment, including opening and/ or closing routines
• Restock treatment rooms with necessary supplies, ensuring that all items are readily available for therapists.
• Clean and sanitize equipment, furniture, kitchen, and bathroom areas (specific to the DC office).
• Perform vacuuming duties and manage laundry tasks as needed.
• Support the Organization & Equipment Lead with various office organization projects.
• Run errands such as grocery shopping to keep the office well-stocked.
• Assist therapists with session preparation activities, ensuring all materials and equipment are ready.
• Provide additional support during therapy sessions when an extra set of hands is required.
• Perform monthly safety checks of equipment.
• Surveys maintenance issues in physical offices, reports to necessary personnel, coordinates, and oversees repairs from start to finish; works with Office Coordinator and Administrative Manager as necessary.
• Handles daily facility needs using discretion to decide which tasks should be escalated to Administrative Manager or the CEO.
• Ensures all active and inactive patients are identified correctly and have correct contact information in place in Practice Pro for communication purposes.
• Understands, and assists in managing the billing processes including but not limited to charging fees for therapy and administrative fees, sending receipts, posting administrative money, printing completed ledgers.
• Performs other related duties as assigned.

Required Skills & Abilities:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Basic proficiency with office software (e.g., Microsoft Office, scheduling systems).
• Willingness to perform cleaning and maintenance tasks as needed.

Education & Experience:

• High school diploma or equivalent required; associate or bachelor's degree in healthcare administration, business, or a related field preferred.
• Experience in a medical office or healthcare setting or other customer service position, experience in front desk or administrative roles preferred.
• Familiarity with medical billing and coding is a plus.

Key Metrics:

• Consistently filled schedules and high attendance rates with families following expectations and procedures, as evidenced by number of Percentage of Appointments vs Available Spaces each week.
• Consistently charged patients, as evidenced by collection rate weekly
• Efficient and operational office space, as evidenced by ease of use by clients, therapists, and administrative team and high level of safety

Physical Requirements:

• Extended periods of time sitting and working on a computer.
• Ability to move around the office freely to restock, clean, and support therapists as needed.
• Ability to sit or stand for extended periods.
• Capacity to handle office equipment and supplies.
• Ability to lift and carry items up to 25 pounds.
• Dexterity to handle administrative tools and equipment.
• Ability to perform repetitive tasks and movements

Please complete all screening questions, this shows us you are seriously interested in the position. In addition, looking at our website to understand the kind of work we do will strengthen your application.