Front Desk Coordinator (Cardiology Practice)

Job Description

Job Description

Job Summary

The Front Desk Coordinator is the first point of contact for patients and visitors at EVRR Cardiology and a critical driver of the practice's daily operational rhythm. Reporting to the Practice Manager, the role manages check-in and check-out, scheduling, insurance and demographic verification, phone triage, payment collection, and document management in a high-volume interventional cardiology setting.

The ideal candidate is highly organized, technology-comfortable, and able to multitask with composure under pressure. They communicate clearly with patients, route clinical questions promptly to the Medical Assistant (MA) or nursing team, and follow practice protocols and HIPAA requirements at all times.

Key Responsibilities

Patient-Facing & Front Office Operations

• Greet patients and manage check-in and check-out using practice portals; verify identity using two patient identifiers and update demographics, insurance, and medical history at each visit.

• Handle high-volume phone calls; triage administrative inquiries and route clinical questions, symptoms, or medication concerns to the MA or nursing team.

• Provide pre- and post-visit logistical instructions per provider direction (e.g., timing, location, and prep for stress tests, echoes, and cath lab procedures).

• Communicate patient arrivals to the clinical team and manage waiting-room flow. (Clinical rooming is performed by the MA.)

Scheduling & Patient Coordination

• Schedule office visits, diagnostic tests, and procedures while optimizing provider and room utilization.

• Confirm appointments and manage cancellations, no-shows, and the waitlist to keep the schedule full.

• Coordinate referrals and outside testing; maintain tracking spreadsheets and ensure timely follow-up on outstanding items.

Documentation, Compliance & Payments

• Enter and update patient data in the EHR; manage incoming faxes by scanning and indexing referrals, results, and outside records.

• Collect co-pays, balances, and late-cancellation fees; clearly explain patient financial responsibility, perform end-of-day reconciliation, and complete card terminal batch closeout.

• Process medical records and release-of-information requests in compliance with HIPAA; uphold practice policies and complete required training on time.

Qualifications

Required

• High school diploma or equivalent.

• Minimum 1–2 years of front desk, patient access, or medical office experience.

• Demonstrated proficiency with Electronic Health Records (EHR), practice management software, multi-line phone systems, and Microsoft Office / Google Workspace.

• Working knowledge of medical insurance, eligibility verification, and co-pay collection.

• Strong customer-service orientation with excellent verbal and written communication skills.

• Familiarity with HIPAA Privacy and Security requirements in a patient-facing setting.

Preferred

• Prior experience in cardiology, interventional cardiology, or a related medical specialty.

• Experience with patient intake and check-in portals.

• Familiarity with prior authorizations and referral workflows.

• Bilingual (English plus Arabic, Spanish, Hindi, Gujarati, or another commonly spoken language) is a plus.

Knowledge, Skills & Abilities

• Ability to multitask in a high-volume, fast-paced front office while maintaining accuracy and a professional demeanor.

• Strong organizational skills and the ability to prioritize competing demands across patients, phones, and walk-ins.

• Comfort with technology, including EHR systems, patient portals, and basic troubleshooting.

• Discretion and sound judgment in handling sensitive patient information.

• Team-oriented mindset with the ability to take initiative independently.

• Commitment to continuous learning and professional development.

Physical Requirements & Work Environment

This position is performed primarily in a clinical office setting at the front desk. The Front Desk Coordinator must be able to:

• Sit for extended periods at a computer workstation and use a keyboard, mouse, and multi-line phone system continuously throughout the shift.

• Stand, walk, and bend intermittently to assist patients, retrieve documents, and manage supplies.

• Lift, push, or pull up to 25 pounds occasionally (e.g., supplies, paper stock, equipment).

• Communicate clearly in person, by phone, and in writing.

• Work safely in a clinical environment, following infection-control and PPE protocols.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Performance Expectations

The Front Desk Coordinator will be evaluated on, but not limited to:

• Patient experience, courtesy, and feedback.

• Accuracy of demographic, insurance, and EHR data entry.

• Schedule utilization, including reduction of no-shows and effective waitlist management.

• Timeliness and accuracy of point-of-service collections and end-of-day reconciliation.

• Responsiveness to phone calls, portal messages, and intake inquiries.

• Reliability, attendance, professionalism, and contribution to overall clinic operations.

Equal Employment Opportunity

EVRR Cardiology is an equal opportunity employer. All qualified applicants and employees are considered for employment, promotion, and compensation without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by the employee assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, or qualifications. Duties, responsibilities, and activities may change at any time, with or without notice, to meet the needs of the practice. This job description does not constitute an employment contract and does not alter the at-will nature of employment.